Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
FY2015 02/15/2017
KEVIN MA.DOK, CPA MONROE COUNTY CLERK OF THE CIRCUIT COURT & COMPTROLLER DATE: March 8, 2017 TO: Sheriff Richard A. Ramsay VIA: Tamara Snider FROM: Pamela G. Han*k, P.C. SUBJECT: February 15di BOCC Meeting Enclosed is a duplicate original of Item K1, Memorandum of Understanding between the Monroe County Sheriff's Office and Monroe County Board of County Commissioners to apply for reimbursement of funds from the UASI FY 2015 Grant/Homeland Security Office of Domestic Preparedness with the City of Miami, for your handling. Should you have any questions, please feel free to contact me at (305) 295-3130. Thank you. cc: County Attorney FiI File ✓ , k MEMORANDUM OF UNDERSTANDING T MEMORANDUM OF UNDERSTANDING is made and entered into this I J day of JeWMEq , 2017, by and between the Monroe County Board of County Commissioners, a pol tical subdivision of the State of Florida, whose address is1100 Simonton Street, Key West, Florida 33040, hereinafter referred to as "COUNTY," and The Monroe County Sheriff's Office, hereinafter referred to as "SHERIFF." WITNESSETH WHEREAS, the U.S. Department of Homeland Security Office for Domestic Preparedness has awarded a grant to the State of Florida Department of Community Affairs through the FY 2015 Urban Area Security Initiative (UASI), and WHEREAS, the State of Florida Department of Community Affairs has awarded a subgrant of these funds to the City of Miami through a federally -funded subgrant agreement, and WHEREAS, the COUNTY entered into an agreement with the City of Miami on April 20, 2016, by which the City of Miami sub -granted the sum of ninety-six thousand nine hundred twenty-five dollars and 00 cents ($96,925.00), of which forty-eight thousand four hundred and sixty-two dollars and fifty cents ($48,462.50) was to be given to Monroe County Sheriff's Office for the purchase of equipment approved by the granting agency as well as other items, and WHEREAS, the COUNTY has determined that the public would be best served by providing the SHERIFF's office their portion of the forty-eight thousand four hundred and sixty- two dollars and fifty cents ($48,462.50) in funding to purchase law enforcement, as well as other equipment (i.e.; interoperable communications equipment, etc.) approved by the granting agency in accordance with the COUNTY'S agreement with the City of Miami, NOW THEREFORE, in consideration of the mutual understandings and agreements set forth herein, the COUNTY and the SHERIFF agree as follows: 1. TERM - The term of this Agreement is from April 20, 2016, through June 30, 2017, the date of the signature by the parties notwithstanding, unless earlier terminated as provided herein. 2. SERVICES - The SHERIFF will purchase equipment as outlined in the COUNTY'S Memorandum of Agreement with the City of Miami, attached as Attachment A and made a part hereof. 3. OWNERSHIP — The SHERIFF will retain ownership of the approved equipment and will maintain the items on the Sheriffs inventory. 4. FUNDS - The total project budget to be expended by the SHERIFF in performance of the services set forth in this agreement shall be the total sum of $48,462.50. The total sum represents one-half of the federal grant support in the amount of $96,925.00 and matching funds in the amount of $0.00. All funds shall be expended in accordance with the grant agreement. Monroe County Sheriffs Office — MOU UASI FY 2015 Page 1 of 3 5. INCORPORATION BY REFERENCE - The provisions of those certain documents entitled "Memorandum of Agreement for Participating Miami UASI Grant 2015 Agency" and all laws, rules and regulations relating thereto are incorporated by reference (Attachment A). 6. BILLING AND PAYMENT - The SHERIFF shall render to the COUNTY, after purchase of the equipment, an itemized invoice properly dated, describing the equipment purchased, the cost of the equipment, and all other information required by the COUNTY for reimbursement. Upon receipt of appropriate documents the COUNTY shall reimburse the SHERIFF for the said expenditures. 7. TERMINATION - This Agreement may be terminated by either party at any time, with or without cause, upon not less than thirty (30) days written notice delivered to the other party. The COUNTY shall not be obligated to pay for any equipment ordered by the SHERIFF after the SHERIFF has received notice of termination. In the event there are any unused grant Funds, the SHERIFF shall promptly refund those funds to the COUNTY or otherwise use such funds as the COUNTY directs. 8. NOTICES - Whenever either party desires to give notice unto the other, it must be given by written notice, sent by registered United States mail, with return receipt requested, and sent to: FOR COUNTY Monroe County Administrator 1100 Simonton Street Key West, FL 33040 And Director Monroe County Emergency Management 490 63rd St., Suite 150 Marathon, FL 33040 FOR PROVIDER Monroe County Sheriff Richard A. Ramsay 5525 College Road Key West, FL 33040 Either of the parties may change, by written notice as provided above, the addresses or persons for receipt of notices. 9. UNAVAILABILITY OF FUNDS - If the COUNTY shall learn that funding from the City of Miami cannot be obtained or cannot be continued at a level sufficient to allow for the services specified herein, this Agreement may then be terminated immediately, at the option of the COUNTY, by written notice of termination delivered in person or by mail to the SHERIFF at its address specified above. The COUNTY shall not be obligated to pay for any equipment ordered by the SHERIFF after the SHERIFF has received notice of termination. 10. COMPLIANCE WITH LAWS AND REGULATIONS - In providing all services pursuant to this Agreement, the SHERIFF shall abide by all statutes, ordinances, rules, and regulations pertaining to, or regulating the provision of, such services, including those now in effect and hereafter adopted, and particularly Article 1, Section 3 of the Constitution of the State of Florida and Article 1 of the United States Constitution, which provide that no revenue of the state or any political subdivision shall be utilized, directly or indirectly, in aid of any church, sect or religious denomination or in aid of any sectarian institution. Any violation of said statutes, Monroe County Sheriff's Office — MOU UASI FY 2015 Page 2 of 3 11. ASSIGNMENTS AND SUBCONTRACTING - Neither party to this Agreement shall assign this Agreement or any interest under this Agreement, or subcontract any of its obligations under this Agreement, without the written consent of the other. 12. ENTIRE AGREEMENT (a) It is understood and agreed that the entire Agreement of the parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. (b) Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties. ITNESS WHEREOF, the parties to this Agreement have caused their names to be by the proper officers thereof for the purposes herein expressed at Monroe County, (k, ay and year first written above. BOARD OF COUNTY COMMISSIONERS N MADOK, Clerk OF MONROE COUNTY, FLORIDA By: 'e4 )eputy Clerk Mayor/Chairman MONROE COUN'Fy .4 TORNE` AFRO ED A T,Q F9RM: CYNT.HI''A11 L. HALL TAN A�IJSJi T`i ATTORN,= 2fl13' -- s1 c r CL Q-- �g-L- -J H t MONROE COUNTY SHERIFF'S OFFICE By: Titl MONROE COUNTY SHERIFF'S OFFICE APP E AS TO FORM: RICK J. MC CULLAH GENERAL POUNSEL DATE: Monroe County Sheriffs Office — MOU UASI FY 2015 Page 3 of 3 ATTACHMENT A MEMORANDUM OF AGREEMENT URBAN AREA SECURITY INITIATIVE FY 2015 "Monroe County" Agreement Number: 16-DS-U7-11-23-02-368 FAIN Number: EMW-2015-SS-00083-S01 CFDA #: 97.067 �}P �� I This Agreement is entered into this day of July , 2016, by and between the City of Miami, a municipal corporation of the State of Florida, (the "Sponsoring Agency") and Monroe County, (the "Participating Agency"). RECITALS WHEREAS, the U.S. Department of Homeland Security (USDHS) is providing financial assistance to the Miami urban area in the amount $5,225,000 dollars through the Urban Area Security Initiative (UASI) Grant Program 2015; and WHEREAS, the Sponsoring Agency is the coordinating agent for the Miami UASI Grant Program 2015; and WHEREAS, as the USDHS requires that the urban areas selected for funding take a regional metropolitan area approach to the development and implementation of the UASI Grant Program 2015 and involve core cities, core counties, contiguous jurisdictions, mutual aid partners, and State agencies; and WHEREAS, the 2015 Urban Area has been defined Miami and Ft. Lauderdale collectively and anticipates sub -granting a portion of the UASI funds in accordance with the grant requirements; and WHEREAS, the City Commission, by Resolution No. R-16-0041, adopted on January 28, 2016, has authorized the City Manager to enter into this Agreement with each participating agency on behalf of the City of Miami; and WHEREAS, the Sponsoring Agency wishes to work with the participating agencies through the Urban Area Working Group process to enhance Miami and its surrounding jurisdictions ability to respond to a terrorist threat or act. NOW THEREFORE, in consideration of the foregoing, the parties hereto agree as follow: I. PURPOSE A. This Agreement delineates responsibilities of the Sponsoring Agency and the Participating Agencies for activities under the UASI Grant Program 2015 which was made available by the U.S. Department of Homeland Security and the State of Florida Division of Emergency Management (FDEM). B. This Agreement serves as the Scope of Work between the Participating Agency and the Sponsoring Agency. 11. SCOPE A. The provisions of this Agreement apply to UASI Grant Program 2015 activities to be performed at the request of the federal government, provided at the option of the Sponsoring Agency, and in conjunction with, preparation for, or in anticipation of, a major disaster or emergency related to terrorism and or weapons of mass destruction. B. No provision in this Agreement limits the activities of the Urban Area Working Group or its Sponsoring Agency in performing local and state functions. Ill. DEFINITIONS A. Critical Infrastructure: Any system or asset that if attacked would result in catastrophic loss of life and/or catastrophic economic toss management of resources (including systems for classifying types of resources); qualifications and certification; and the collection, tracking, and reporting of incident information and incident resources. B. Core County: The County within which the core city is geographically located. The core city is the City of Miami. C. UASI Grant Program 2015: The UASI Grant Program 2015 reflects the intent of Congress and the Administration to enhance and quantify the preparedness of the nation to combat terrorism and continues to address the unique equipment, training, planning, and exercise needs of large high threat urban areas, and program activities must involve coordination by the identified core city, core county/counties, and the respective State Administrative Agency. Funding for the UASI Grant Program 2015 was appropriated by U.S. Congress and is authorized by Public Law 108-11, the Emergency Wartime Supplemental Appropriations Act, 2003. The funding will provide assistance to build an enhanced and sustainable capacity to prevent, respond to, and recover from threats or acts of terrorism for the selected urban areas. D. National Incident Management System (NIMS): This system will provide a consistent nationwide approach for federal, state, and local governments to work effectively and efficiently together to prepare for, respond to, and recover from domestic incidents, regardless of cause, size, or complexity. To 2 provide for interoperability and compatibility among Federal, State, and local capabilities, the NIMS will include a core set of concepts, principles, terminology, and technologies covering the incident command system; multi -agency coordination systems; unified command and training. E. Urban Area Working Group (UAWG): The State Administrating Agency Point of Contact (SAA POC) must work through the Mayor/CEOs from all other jurisdictions within the defined urban area to identify POCs from these jurisdictions to serve on the Urban Area Working Group. The Urban Area Working Group will be responsible for coordinating development and implementation of all program elements, including the urban area assessment, strategy development, and any direct services that are delivered by the grant. F. Urban Area: An urban area is limited to inclusion of jurisdictions contiguous to the core city and county/counties, or with which the core city or county/counties have established formal mutual aid agreements. IV. SPONSORING AGENCY SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the City of Miami Fire -Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Coordinating with named counties and cities, with the respective State Administrative Agency, and with the FDEM and USDHS. C. Conducting a comprehensive Urban Area Assessment, which will in turn guide the development of an Urban Area Homeland Security Strategy. D. Ensuring the participation of the following critical players in the assessment and strategy development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, govemmental administrative, public safety communications, healthcare and public health. E. Developing a comprehensive Urban Area Homeland Security Strategy and submit to the SAA POC. F. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1". G. Ensuring satisfactory progress toward the goals or objectives stipulated in "Exhibit #1 ". H. Following grant agreement requirements and/or special conditions as stipulated in "Exhibit #1". 3 I. Submitting required reports. V. THE PARTICIPATING AGENCIES SHALL BE RESPONSIBLE FOR: A. Providing an administrative department, which shall be the main liaison and partner with the City of Miami Fire -Rescue Department, authorized to carry out the herein agreed upon responsibilities of the Sponsoring Agency. B. Participating Agencies and any sub -grantees must abide by the grant requirements including budget authorizations, required accounting and reporting expenditures, proper use of funds, and tracking of assets as stipulated in "Exhibit#1". C. Submitting monthly budget detail worksheets to the City of Miami on the progress of direct purchases of equipment or services as stipulated in "Exhibit #1". D. Complying with all UASI Grant Program 2015 requirements as stipulated in "Exhibit #1 ". E. Participating as a member of the Urban Area Working Group to include coordinating with and assisting the City of Miami in conducting a comprehensive Urban Area Assessment, which in turn will guide development of an Urban Area Homeland Security Strategy. F. Ensuring the participation of the following critical players in the assessment and strategy development process: law enforcement, emergency medical services, emergency management, the fire service, hazardous materials, public works, governmental administrative, public safety communications, healthcare and public health. G. Assisting the sponsoring agency in development of a comprehensive Urban Area Homeland Security Strategy. H. Complying with the requirements or statutory objectives of federal law as stipulated in "Exhibit #1 ". I. Ensuring satisfactory progress toward the goals or objectives as stipulated in "Exhibit #1 ". J. Submitting required reports as prescribed by the Sponsoring Agency as stipulated in "Exhibit #1 ". K. Maintaining an equipment inventory of UASI purchased items. L. Ensure that equipment obtained from the UASI Grant Program 2015, as identified in "Exhibit #2", is readily available for use by personnel trained to use such equipment for actual emergencies or exercises. Also, ensure that such equipment is readily available for onsite monitoring by DHS, DEM, 4 and the Sponsoring Agency. If the Participating Agency is incapable of staffing the equipment, such equipment shall be made available to another Participating Agency for use during any actual emergencies or exercises. Failure to ensure equipment availability may result in loss of funding and/or equipment to the Participating Agency. M. All equipment obtained from the UASI Grant Program 2015, as identified in "Exhibit 2", is the sole responsibility of the receiving agency. This includes, where applicable, maintenance, replacement, training on equipment, and insuring of equipment and personnel, and compliance with intra-agency auditing requirements. VI. THE SPONSORING AGENCY AND THE PARTICIPATING AGENCY AGREE: A. That funding acquired and identified for the Urban Area Security Initiative will be administered solely by the Sponsoring Agency. B. The Participating Agencies will provide financial and performance reports to the sponsoring agency in a timely fashion. The Sponsoring Agency will prepare consolidated reports for submission to the State of Florida as stipulated in "Exhibit 1". C. The Sponsoring Agency is not responsible for personnel salaries, benefits, workers compensation or time related issues of the Participating Agency personnel. D. The Sponsoring Agency and Participating Agency are subdivisions as defined in Section 768.28, Florida Statutes, and each party agrees to be fully responsible for the respective acts and omissions of its agents or employees to the extent permitted by law. Nothing herein is intended to serve as a waiver of sovereign immunity by any party to which sovereign immunity may be applicable. Nothing herein shall be construed as consent by a municipality, state agency or subdivision of the State of Florida to be sued by third parties in any manner arising out of this Agreement or any other contract. E. This is a reimbursement grant that requires the Participating Agencies to purchase, receive, and pay invoices in full for equipment, services, and allowable personnel costs PRIOR to submitting the same for reimbursement to the Sponsoring Agency. VII. FINANCIAL AGREEMENTS A. Financial and Compliance Audit Report: Recipients that expend $300,000 or more of Federal funds during their fiscal year are required to submit an organization -wide financial and compliance audit report. The audit must be performed in accordance with the U.S. General Accounting Office Government Auditing Standards and 2 CFR 200. 6E B. The Secretary of Homeland Security and the Comptroller General of the United States shall have access to any books, documents, and records of recipients of UASI Grant Program 2015 assistance for audit and examination purposes, provided that, in the opinion of the Secretary of Homeland Security or the Comptroller General, these documents are related to the receipt or use of such assistance. The grantee will also give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all records, books, papers or documents related to the grant. C. Financial Status Reports are due within 7 days after the end of each calendar quarter. A report must be submitted for every quarter that the award is active, including partial calendar quarters, as well as for periods where no grant activity occurs as stipulated in "Exhibit 1". D. Submit progress reports to describe progress to date in implementing the grant and its impact on homeland security in the state. E. All financial commitments herein are made subject to the availability of funds and the continued mutual agreements of the parties as identified in "Exhibit 2". VIII. CONDITIONS, AMENDMENTS, AND TERMINATION A. The Participating Agency will not illegally discriminate against any employee or applicant for employment on the grounds of race, color, religion, sex, age, or national origin in fulfilling any and all obligations under this Agreement. B. Any provision of this Agreement later found to be in conflict with Federal law or regulation, or invalidated by a court of competent jurisdiction, shall be considered inoperable and/or superseded by that law or regulation. Any provision found inoperable is severable from this Agreement, and the remainder of the Agreement shall remain in full force and effect. C. This Agreement may be terminated by either party on thirty (30) days written notice to the other party at the address fumished by the parties to one another to receive notices under this agreement or if no address is specified, to the address of the parties' signatory executing this contract. D. This Agreement shall be considered the full and complete agreement between the undersigned parties, and shall supersede any prior Memorandum of Agreement among the parties, written or oral, except for any executory obligations that have not been fulfilled. 6 E. This Agreement will end on June 30, 2017, unless otherwise extended, by a written amendment duly approved and executed prior to June 30, 2017, unless otherwise extended, at which time the parties may agree to renew the association. Renewal will be based on evaluation of the Sponsoring Agency's ability to conform to procedures, training and equipment standards as prescribed by the grant. SPONSORING AGENCY THE CITY OF MIAMI, a municipal Corporation of the State of Florida ATTEST: C: BY: BY: Todd B. Hannon City Clerk APPROVED AS TO FORM AND CORRECTNESS: Daniel J. Alfoi City Manager APPROVED AS TO INSURANC REQUIREMENTS. i� i B: Ann- arie Sh e, Director De ment of isk Management 7 ATTEST: AMY HEAVILIN, Clerk Title: PARTICIPATING AGENCY "Monroe County" o� BY: NAME: Heather Carruthers TITLE: Mayor of Monroe County FID #: DUNS: APPROVED AS TO FORM AND CORRECTNESS: Participating Agency Attorney C•� 8xhtbit#1 , Contract Number. C } . 16-D S-U 7-11-23.02-;(6 FEDERALLY -FUNDED SUBAWARD AND GRANT AGREEMENT 2 C.F.R. §200.92 states that a'subaward may be provided through any form of legal agreement, Including an agreement that the pass -through entity considers a contract.' As defined by 2 C.F.R. §200.74, 'pass -through entity' means'a non -Federal entity that provides a subaward to a Sub -Recipient to carry out pert of a Federal program.' As defined by 2 C.F.R. §200.93, 'Sub-Reolpient" means 'a non -Federal entity that recelves a subaward from a pass -through entity to carry out part of a Federal program.' As defined by 2 C.F.R. §200.38,'Federal award" meens'Federal financial assistance that a non - Federal entity receives directly from a Federal awarding agency or Indirectly from a paes-through anilty.' As dented by 2 C.F.R. §200.92, 'subaward' means "an award provided by a pass -through entity to a Sub-Reolplant for the Sub-Reciplent to carry out part of a Federal award received by the pass -through entity' The following Informs Von Is provided pursuant tot C.F.R. 6200.331(axi): Sub-Reolplenfe name: Cltj Of Miami Sub-Reclplenre unique entity Identifier (DUNS): 072220721 Federal Award Identification Number (FAIN): EM - 1 �.. Federal Award Date: 09MI12011 Subaward Period of Performance Start and End Data: Pete of Execution —1 213t2017 Amount of Federal Funds Obligated by this Agreement 56,226,000.00 Total Amount of Federal Funds Obligated to the Sub-Reclplent 5301.438.326.38 Total Amount of the Federal Award: S20 Q§,j).b84 00 Federal award project description (see FFATA) See Article I_ Aamamanl Name of Federal awarding agency. Name of pass -through entity-' Contact Information for the Pass -through entity: CFDA Number and Name: Whathdr the award to Research E Development Indirect cost rate for the Federal award: C C.� THIS AGREEMENT is entered Into by the State of Flodde, Division of Emergency Management, with headquarters In Tallahassee, Florida (herelnefter referred to as the "Dlvlslon'j, and City of Komi, (hereinafter referred to as the "Sub-Recpint'). For the purposes of this Agreement the Division serves as the pass -through entity fur a Federal award, and the Sub -Redolent serves as the recipient of a subaward. THIS AGREEMENT IS ENTERED INTO BASED ON THE FOLLOWING REPRESENTATIONS: A The Sub-Reclplent represents that A Is fully quallfled and eligible to receive thwe grant funds to provide the services identified herein; B. The State of Fonda received these grant funds from the Federal government, and the Division has the authority to eubgrant these funds to the Sub•Reclplent upon the terms and oondltlons outlined below; and, C. The Division has statutory authority to dbburee the funds under this Agreement. THEREFORE, the Division and the Sub-Raciplent agree to the following: (1) APPLICATION OF FATE Lai"! TO THIS 69RF '�FW 2 C.F.R. §200.302 provides; 'Each.slate must expend and account for the Federal award In accordance with state laws and procedures for expending and accounting for the states own funds.' Therefore, section 215.971, Florida Statutes, entitled 'Agreements funded with federal or state assistance", shell apply to this Agreement. (2) LAWS RULES, REGULATIONS AND Pcn iCIES a. The Sub -Recipient's performance under this Agreement is subject to 2 C,F.R. Part 200, entitled 'Uniform Adminteftlive Requirements, Coat Principles, and Audit Requirements for Federal Awards.' b. As required by Section 216.271(1), Florida Statutes, this Agrefent includes: 1. A provision specifying a scope of work that clearly establishes the tasks that the Sub-ReclplentIs required to perform. 11. A provision dividing the agreement Into quantifiable units of deliverables that must be received and accepted In writing by the Division before payment. Each deliverable must be directly related to the scope of work and specify the required minknum level of service to be performed and the criteria for evaluating the su00e89fut completion of each deliverable. 11. A provision specifying the financial consequences that apply If the Sub - Recipient falls to perform the minimum [eve) of service required by the agreement. tv. A provision specifying that the Sub -Redolent may expend funds only for allowable costs resulting from obligations incurred during the specified agreement period. v. A provision specifylhg that any balance of unobilgated funds which has been advanced or paid must be refunded to the Division. 2 vl. A provision epecllyyfng that any funds paid in excess of the amount to which the Sub-Reciplent Is entitled under the term and conditons of the agreement must be refunded to the Qhrtsbn. c. In addition to the foregoing, the Sub-Reolplent and the Division shall be governed by i all applicable State and Federal lawn, rules and regulations, Including those Identifled In Attachment D. t (3) CONTACT a. In accordance with section 215.971(2), Florida Statutes, the following Division employee shall Serve as the grant manager for this agreement, #hell be responsible for enforcing performance of this Agreement's terms and conditions, and shall serve as the Division's Nelson with the Sub-Reclpl#nt: Michael J. Day FL Division of Emergency Management 2655 Shumard Oak Boulevard Tallahassee, Florida 32311 Telaphons: (850) 488-3133 Fax (860) 922.8e89 Email: Micheel.DayCem.myffodde.com b. The name and address bf the Representative of the Sub-ReclpIW responsible for the administration of this Agreement Is: Pedro Oorneg 444 SW V Ave. 10m FI HUI, FL 33130 _ Telephone:3&410-6402 Fax: 306.68jA 70 Ernall:ggornoomlamIMLOOM a In the event that different represenlathros or addresses are designated by ekher party after execution of this Agreemant, notice of the name, We and address of the now representative will be provided to the other party. (4) TERMS AND CONDITIONS This Agreement contains all the terms and conditions agreed upon by the parties. (6) t7CECtJTiQN This Agreement may be executed In any number of counterparts, any one of which may be taken as an original. (8) MODIFICATION 3 Either party may request modification of the provisions of this Agreement. Changes which are agreed upon shall be valid only when in writing, signed by each of the parties, and attached to the original of this Agreement. (7) SCOPE OF WORK. The Sub -Recipient shag perform the work in accordance with the Attachment A, Budget and Attachment B, Scope of Work, of this Agreement. (8) PERIOD OF AGREEMENT. This Agreement shall begin upon execution by both parties and shall end on December 31, 2017, unless terminated earlier In accordance with the provisions of Paragraph (17) or this Agreement. Consistent with the definwon of "period of performance' contained In 2 C.F.R. §200.77, the tenn *period of agreement' refers to the time during which the Sub -Recipient 'may Incur new obligations to carry out the work authorized under' this Agreement. in accordance with 2 C.F.R. §200.309, the Sub - Recipient may receive reimbursement under this Agreement only for *allowable costs incurred during the period of performance.' In accordance with section 215.971(1)(d), Florida Statutes, the Sub-Reciplent may expend funds authorized by this Agreement 'only for allowable costs resulting from obligations Incurred during" the period of agreement. (9) FUNDING a. This Is a cost -reimbursement Agreement, subject to the availability of funds. b. The State of Florida's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the Legislature, and subject to any modification in accordance with either Chapter 216, Florida Statutes, or the Florida Constitution. The Sub -Recipient shall be reimbursed for allowable costs Incurred In the successful i completion of each deliverable. The maximum reimbursement amount for each deliverable is outlined in i Attachment A. Budget and Attachment B, Scope of Work, of this Agreement. $5,225,000.00. c. The maximum reimbursement amount for the entirety of this Agreement Is f � i d. The Division will review any request for reimbursement by comparing the documentation provided by the Sub -Recipient against a performance measure, outlined in Attachment B, Scope of Work, that dearly delineates: 1. The required minimum acceptable level of service to be Wormed; and, Ii. The criteria for evaluating the successful completion of each deliverable. e. The performance measure required by section 215.971(1)(b), Florida Statutes, remains consistent with the requirement for a'performance goal", which is defined in 2 C.F.R. §200.76 as 'a target level of performance expressed as a tangible, measurable objective, against which actual achievement can be company.' It also remains consistent with the requirement, contained In 2 C.F.R. 4 §200.301, that the Division and the Sub-Redplent'relate financial data to performance accomplishments of the Federal award' f. If authorized by the Federal Awarding Agency, then the Divielon will reimburse the Sub-Recipleni for overtime expenses In accordance with 2 C.F.R. §200.430 ('Compeneatknt—personal servioes') and C.F.R. §200.431 ('Compensation —hinge beneflfs7. If the Sub-Reciplent seeks reimbursement for overtime expenses for periods when no work Is performed due to vacation, holiday, illness, failure of the employer to provide sufficient work, or otheralmllar cause (see 29 U.S.D. §207(e)(2)), then the Division VAI treat the expense as a Was benaflt. 2 C.F.R. §200.431(a) defines fringe benefits as'allowences and services provided by employers to their employees ai compensation In addition to regular salaries and wages.' Fringe benefits are allowable under thls Agreemerit M long as the beoefite are reasonable and are required by low, Sub-Reciplent-employee agreement, or an established policy of the Sub -Recipient. 2 C.F.R. §200.431 (b) provides that the cost of fringe benefts In the form of regular compensation pakt to employees during periods of authorized absences from the Job, such as for annual leave, famlly-related leave, sick leave, hoNcfaye, court leave, military leave, admNstrathve leave, and other similar benetlte, are allowable if all of the following criteria are me(: I. They are provided under established written leave policies; 1. The costs are equitably allocated to all related acttvkles, Including Federal awards; and, III. The accounting basis (cash or accrual) selected for coating each type of leave Is consistently followed by the non -Federal entity or specified grouping of employees. g. If authorized by the Federal Awarding Agency, then the DMsion will reimburse the Sub-Recpient for travel expenses In accordance with 2 C.F.R. §200.474. If the Sub -Recipient seeks reimbursement for travel costs that exceed the amounts stated In section 112.061 ftb), Florida Statutes ($6 for breakfast, $11 for lunch, and $19 for dlnner), then the Sub-Rsolplent must provide documentation that: I. The costs are reasonable and do not exceed charges normally allowed by the Sub -Recipient In to regular operations as a result of the Sub-Reciplent's written travel polkry; and, II. Participation or the individual in the travel ill necessary to the Federal award, h. The Division's grant manager, as required by section 215.971(2xc), Florida Statutes, shall reconcile and ve ft all funds received against all funds expanded during the grant agreement period and produce a final reconalllatlon report. The final report must Identify any funds paid In excess of the expenditures Incurred by the Sub-Radplent. 1. As defined by 2 C.F.R. §200.53, the term'improper payment' means or Includes; 1. Any payment that should not have been made or that was made In an Incorrect amount (Induding overpayments and underpayments) under statutory, contractual, adminlstrative, or other legallyappllcable requirements: and,. 5 1 G W il, Any payment to an ineligible party, any payment for an ineligible good or eervtoe, any duplicate payment, any payment fora good or service not received (except for such payments where authort and bylaw), any payment that does not account for credit for applicable discounts, and any payment where Insutfhdentor lack of documentation prevents a reviewer from dlsceming whether a payment was proper, c10)RECbRbg a. Asrequlmd by 2C.F.R. §200.33a, thq Fed" awarding agency, Inspectors General, j the Comptroller General of theUnted States, and the Division, or any of their authorized representatives, shah enjoy the right of access to any documerts, papers, or other records of the Sub-Reclplant which are pertinent to the Federal award, In order to make audits, examInatlons, excerpts, and transcripts, The right of acme also includes timely and reasonable access to the Sub-Radplenre personnel for the purpose of interview and discussion related to such documents. Finally, the right of access is not limited to the required retention period but lasts as long as the records are retained. b. As required by 2 C,F.R, §200.331(ax5), the Division, the Chief Inspector General of the State of Florida, the ):Wda Auditor General, or any of their authorzded representatives, shall enjoy the right of accese,to any documents, financial statements, papers, or other records of the Sub-Reciplent which we pertinent to this Agreement, In order to make audits, eomminstlons, excerpts, and transcripts, The right of access also Includes timely and reasonable acoass to the Sub-Raciplenfe personnel for the . purpose of Interview and discussion related to such documents. c. As required by 2 C.F,R §200.333, the Sub-Redplent shall retain sufficient records to show Its compliance with the terms of this Agreement, as well as the compliance of all subcontractors or consultants paid from funds under this Agreement, for a period of 3ha (3) years from the date of submission of the Anal expenditure report. The following are the only exceptions to the three (8) year requirement; I. If any litigation, claim, or audit Is started before the expiration of the three (3) year period, then the records must be retained until all litigation, claims, or audlt findings Involving the records have been resolved and final action taken. h. When the Division or the Sub -Recipient is notified in writing by the Federal awarding agency, cognizant agency for audit; oversight agency for audit, oognizant agency for Indlred costs, or pass -through entity to extend the retention period. Ih. Records for real property and equipment acquired with Federal funds must be retained for 3 years after final dlapoeltlon, Iv. When records are transferred to or maintained by the Federal awarding agency or pass -through entity, the three (3) year retention requirement Is not applicable to the Sub - Recipient. v. Records for program Income transactions after the period of performance, In some cases recipients must report program Income after the period of performance, Where there is such a requirement, the retention period for the records pertaining to the earning of the program Income starts I from the end of the non -Federal errtlty'e flood year In which the program Income Is earned. A. Indirect cost rate proposals and coat allocations plans. This paragraph a Iles to the following r pp curing types of documents and their supporting records; Indirect cost rate computations i or proposals, coat allocation plane, and any similar accounting computations of the rate at which a i particular group of costs Is chargeable (such as computer usage chargeback rates or composite fringe benefit rates), d. In accordance with.2 C.F.R. 6200.334, the Federal awarding agency must request transfer of certain records to Re custody from the Division or the Sub-tecplent when it determines that the records possess long-term retention value. e. In accordance Wlh 2 C.F.R. @200.336, the Division must always pnovlda or accept paper versions of Agreement information to and from the Su"eciplent upon request. H paper copies are subnrltted, then the Division must not require more than an original and two copies. 'When original records are electronic and cannot be altered, there Is no need to create and retain paper copies. When original records are paper, electronic versions may be substituted through the use of duplication or other fom►s of electronic media provided that they are subject to periodic quality control reviews, provide reasonable safeguards against alteration, and remain readable. f. As required by 2 C.F.R. §200.303, the Sub-Recplent WWI take reasonable measures to safeguard protected pereonaly identifiable InformAllon and other Information the Federal awarding agency or the DhAslots designates as senskive or the Sub-Reolplent considers sensitive consistent with applicable Federal, stale, local, and tribal laws regarding privacy and obligations of confidentiality. g. Modds's Government In the Sunshine Law (Section 286,011, Florida Statutes) providee the olltrans of Floride with a right of access to governmental proceedings and mandates three, basic requirements: (1) meetings of public boards or commissions must be open to the publics; (2) reasonable notice of such meetings must be given; and, (3) minutes of the meetings must be taken and promptly recorded.. The more receipt of public funds by a private entity, standing alone, Is Insufficlent to bring that entity within the ambit of the open government requirements. However, the Government In the Sunshine Law applies to private entities that provide services to,governmental agencies and that act on behalf of those agencies in the agencies' performance of their public duties, if a public agency delegates the performance of its public purpose to a private entity, than, to the extent that private entity is performing that public purpose, the Government in the Sunshine Law applies. For example, We volunteer fire department provides firefighting Wvloes to a govemmental entity and uses wines and equipment purchased with public funds, then the Government In the Sunshine Law applies to board of directors for that volunteer fire department. Thus, to the extent that the Government in the Sunshine taw applies to i the Redplent based upon the funds provided under this � Agreement, the meetings of the Recipient's governing board or the meetings of any subcommittee making recommendations to the governing board imay be subject to open government requirements. These meetings shall be pubticly noticed, open to the public, and the minutes of all the meetings shall be public records, avaMable to the public In accordance with Chapter 119, Florida Statutes. h. Forlda's Public Records Lew provides a right of access to the records of the state and kcal govemments es well as to private entitles acting on their behalf. Unless speatticaily exempted from disclosure by the 1e913161ture, al materials made or received by a governmental agency (or a private entity acing on behalf of such an agency) In conjunction with official business which are used to perpetuste, communicate, or formalize knowledge qua9fy as public records subject to public Inspection. The mere receipt of public funds, by a private entity, standing alone, le insufficient to bring that entity within the ambit of the public record requirements. However, when a public entity delegates a public function to a private entity, the records -generated by the private entlys performance of that duty become public records. Thus, the nature and scope of the services provided by a private entity deterrnine whether that entKy Is acting on behalf of a public agency and Is thereforesubject to the requirements of Florkla'a Public Records Law. 1. The Sub-ReclPlent shall maintain all records for the Sub -Recipient and for all Subcontractors or consultants to be paid from funds provided under this Agreement, including documentation of all program.coate, In a form sutfolent to determine compliance with the requirements and objectives of the Budget and Scope of Work - Attachment A and B - and all other applicable laws and regulations. (11MUOITB .a. The Sub -Recipient shall comply with the audit requirements oontained in 2 C.F.R. Part 200, Subpart F. . b. In accounting for the receipt and expenditure of funds under this Agreement, the Sub -Recipient shall follow Generally Accepted Accounting Principles ('4AAP•). As defined by 2 C.F.R. §200.49, GAAP "has the meaning specified In accounting standards issued by the Government Accounting Standards Board (GASS) and the Flnencial Accounthig Standards Board (FASS).' c. When conducting an audit of the Sub-Reciplent's performance under this Agreement, the Division shalt use Generally Accepted Government Auditing Standards CGAGAS'� As defined by 2 C.F.R. 9200.60, GAGAS,'also known -as the Yellow Book, means generally accepted government auditing standards Issued by the Comptroller General of the United States, which are applicable to financial audits.' d, If an audit shows that all or any portion of the funds disbursed were not spent In accordance with the conditions of this Agreement, the Sub -Recipient shall be held liable for reimbursement to the Division of all funds not spent In accordance with these applicable regulations and Agreement provisions within thirty (30) days after the Division has notified the Sub-Reclpient of such non- compliance. a. The Sub-Reciplent shall have ell audts completed by an independent auditor, which Is defined in section 215.97(2)(g), Florida Statutes, 03'an Independent certlAed public accountant licensed under chapter 473' The Independent auditor shall state that, the audit compiled vrfih the applicable provisions noted above. The audit must be received by the Division no later than nine months from the end of the Sub -Recipient's fiscal year. f The Sub-Redplent shall send copies of reporting packages for audits conducted In accordance with 2 C.F.R. Part 200, by or on behalf of the Sub-Reolplant, to the Divlalon at the following address: 0 Office of the Inspector General 2565 Shumard Oak Boulevard Tallahassee, Florkla 323W2100 U. The Hub-Reclpient shall send the Single Audit reporting package and Form SF -SAC to the Federal Audit Clearinghouse by submission online at: htt0:lRrafVsatel.CerlaU6 cov/farJcillectIddlaindex.hIml h. The Sub-Reclplent shall send any management letter Issued by the auditor to the Division at the following address: . DEMSlnale ANdUbam-myflorldo.00m Office of the Inspector General 2555 Shumard Oak Boulevard Tallahassee, Florida 323W2100 (12)REPORTS a. Consistent with 2 C.F.R. §200.328, the Sub -Recipient shall provide the Division with quarterly reports and a closeout report. These reports shall include the current status and progress by the Sub-Reciplent and all subcontractors In completing the work described in the Scope of Work and the expenditure of funds under this Agreement, In addition to any other Information requested by the Division. b. Quarterly reports are due to the Division no later then thirty (30) days after the and of each quarter of the program year and shall be sent each quarter until submission of the admhistrafive cbse,out report The ending dates for each quarter of the program year are March 31, June $0, September 30 and December 31. c. The close-out report Is due sbdy (80) days after termination of this Agreement or abdy (80) days after completion of the activities contained In this Agreement, whichever first occurs, AN E 0 0 closeout reports shall be due no later than August 31, 2018, regardless of the time extension or other exceptional circumstances. d. If all required reports and copies are not sent to the Division or are not completed In a manner acceptable to the Division, then the Division may withhold further payments until they are completed or may take other action as stated In Paragraph (16) REMEDIES. "Acceptable to the Dtvlalon" means that the work product was completed in accordance with the Budget and Scope of Work. 6. The Sub-Reciplent shall provide additional program updates or Information that may be required by the Division. f. The Sub -Recipient shall provide additional reports and Information Identified In Attachment A'(Scope of Work). (19)MONITORINQ. a. The Sub -Recipient shall monitor Its performance under this Agreement, as well as that of Its subcontractors•andlor consultants who are paid from funds provided under this Agreement, to ensure that time schedules are being met, the Schedule of Dellverables and Scope of Work are being eccompllshed within the spectlfed time periods, and other performance goats are being achieved. A review shall be done for each function or activity In Attachment A to this Agreement and reported in the quarterly report. b. In addition to reviews of audits, monitoring procedures may Include, but not berilmited to, on -site visits by Division staff, limited scope audits, atmd/or other procedures. The Sub -Recipient agrees to oomptyand cooperate with any monitoring procedures/processes deemed appropriate by the Division. In the event that the Division determines theta limited scope audit of the Sub -Recipient Is appropriate, the S"aclplant agrees to comply with any additional instructions provided by the DtvIslon to the Sub -Recipient regarding such audit. The Sub -Recipient further agrees to comply and cooperate with any inspections, reviews, investigations or audits deemed necessary by the Florida Chief Flnanclal Otllcer or Auditor General. In addition, the Division will monitor the performance and financial management by the Sub -Recipient throughout the contract term to ensure timely completion of all task$. (14)LIABILIY a. Unless Sub-Raclplent Is a State agency or subdivision, as defined In section 788.28(2), Florida Statutes, the Sub -Recipient is solely responsible to parties It deals with in carrying out the terms of this Agreement; as authorized by section 788.28(19), Florida Statutes, Sub -Recipient shall hold the Divielon harmless against all claims of whatever nature by third parties adelrng from the work performance under We Agreement, For purposes of this Agreement, Sub -Recipient agrees that it Is not an employee or agent of the Division, but Is an Independent contractor. b. As required by section 788.28(1 g), Florida Statutes, any Sub -Recipient. which Is e state agency or subdivision, es defined In section 788.28(2), Florida Statutes, agrees to be fully responsible for Ks negligent or tortious sots or omissions which result In claims or aunts against the t0 Division, and agrees to be liable for any demages proximately caused by the acts or omissbne to the j extent set forth In Section 768.28, Florida Statutes. Nothing herein is Intended to serve as a waiver of sovereign Immunity by any Sub -Recipient to which sovereign hnmurrlty.appiles. Nothing herein shall be 1 construed as consent by a state agency or subdivision of the State of Florida to be sued by third parties In' any matter arising out of any contract. (1b)D.1;EAl�LI If any of the following events occur ('Events of Default"), all obligations on the part of the Division to make further payment of funds shall terminate and the Division has the option to exercise any of Its remedies set forth In Paragraph (16); however, the Division may make payments or partial payments after any Events of Default without waiving the right to exercise such remedies, and without becoming !table to make any further payment: a. If any warranty cr representation made byihs Sub-Reciplent in this Agreement or any previous agreement with the Divielon Is or becomes false or misleading In any respect, or if the Sub - Recipient falls to keep or perform any of the obligations, terms or covenants In this Agreement or any previous agreement with the Division and has not cured them In timely fashion, or is unable or unwilling to meet Its obligations under this Agreement; b. If material adverse changes occur in the financial condition of the Sub -Recipient at any time during the term of this Agreement, and the Sub-Recipienl falls to cure this adverse change within thirty days from the date written notice Is sent by the Division; a If any reports required by thle Agreement have not been submitted to the Division or have been submitted with Incorrect, incomplete or insufficlent information; or, d. If the Sub -Recipient has failed to perform and Complete on time any of its obligations under this Agreement. (18)Bti.(l4EQ1E$. If an Event of Default occurs, then the Division shall, after thirty calendar days written notice to the Sub-Reolplent and upon the Sub-Reclplent's failure to cure within those thirty days, exercise any one or more of the following remedies, either concurrently or consecutively; a. Tarminsts this Agreement, provided that the Sub -Recipient is given at least thirty (3D) days prior written notice of the termination. The notice shell be effective when placed In the United States, Omt class mall, postage prepaid, by registered or certified mall-retum racelpt requested, to the address in paragraph (3) herein; b. Begin an appropriate legal or equitable action to enforce performance of this Agreement; c.. Withhold or suspend payment of all or airy part of a request for payment; d. Require that the Sub-ReGOW refund to the Division any manias used for Ineligible purposes under the laws, rules and regulations governing the use of Owes funds. 11 N N e. Exercise any corrective or remedial actions, to Include but not be limited to: L request additional Information from the Sub•Reclplent to determine the reasons for or the extent of non-compliance or lack of performance, 1. issue a written warning to advise that more serious measures may be taken if the situation is not corrected, III. advise the Sub -Recipient to suspend, dlacontlhue or retrain from Incurring costs for any acUtles In question or IV. 'require the Sub-Redplent to r&mburse the DMsion for the amount of costs incurred for any items determined to be Inalgible; f. Exercise any other rights or remedies which may be available under low. Pursuing any of the above remedies will not stop the Division from pursuing any other rernedlae in thts Agreement or provided at lbw or In equity. If the Division walves any right or remedy in this Agreement or falls to Insist on strict performance by the Sub-Reciplent, It YAM not effect, extend or waive any other right or remedy of the Division, or affect the later exercise of the same right or remedy by the Division for any other default by the Sub-Redplent. (17)MINATION. a. The Division may terminate this Agreement for cause after thirty days written notice. Cause can Include misuse of funds, fraud, lack of compliance with applicable rules, laws and regulations, failure to perform on time, and refusal by the Sub-Reolplent to permit public access to any document, paper, letter, or other material subject to disclosure under Chapter 119, Florida Statutes, as amended. - b, The Divlaton may terminate this Agreement for convenience or when It determines, In Its sole discretion, that continuing the Agreement would tot produce beneficial results In line with the further expenditure of funds, by providing the Sub-Redplent with thirty calendar days prior writteo notice. a The pard" may agree to terminate this Agreement for their mutual convenience through a.wrilten amendment of this Agreement. The amendment will elate the effective date of the termination and the procedures for proper oloseout of the Agreement d. In the event that this Agreement Is terminated, the Sub-Rsolplent will not Incur new obligation for the terminated portion of the Agreement after the Sub•Reclpient has received the nottflcatlon of termination. The Sub -Recipient wfR conoel as many outstanding obligations as possible. Costs incurred after rscelpt of the termination notice wilt be disalkYwed. The Sub-Redplent shall not be relieved of Ilabltlty to the Division because of any breach of Agreement by the Sub•Reolplent. The Division may, to the extent authorized by law, withhold payments to the Sub-Rectplent for the purpose of set-off until the exact amount of damages due the Division from the Sub-Reclpient Is determined. Ifflizill If the sub -Recipient suboontrects any of the work required under this Agreement, a copy of the unsigned subcontract must be forwarded to the Division for review and approval before It Is 12 executed by the Sub -Recipient The Sul>-Reciplent agrees to Include In the subcontract that (q the subcontractor Is bound by the terms of this Agreement, OD the subcontractor Is bound by all applicable state and federal laws and regulations, and (IN) the suboontractor shall hold the Division and Sub - Recipient harmless against all claims of whatever nature arising out of the subcontractor's performance df work under this Agreement, to the extent allowed and required by taw. The Sub-Redplent shell document In the -quarterly report the subcontreaWa progress In per"Ing Its work under this Agreement. For each subcontract, the Sub -Recipient shall provide a written statement to the Division as to whether that subcontractor Is a minority business enterprise, as detkted In Section 288.703, Florida Statutes. 09)ATT60EIMENTS a. Allattachments to this Agreement are Incorporated as 9 set out fully. b. In the event of any Inconsistencies or conflict between the language of two Agreement and the attachments, the language of the attachments shall control, but only to the extent of the conflict or Inconsistency. , c. This Agreement has the following attachments: I. Exhibit 1 - Funding Sources il. Attachment A — Budget and Scope of Work Ill. Attachment B — Deliverables and Performance Iv.. Attachment C — Program Statutes and ReGulatlons v. Attachment D—JustHk:allon of Advance Payment vi. Attachment E — Warranties and Representations vii. Attachment F — Certtflcabon Regarding Debarment vEi. Attachment G -Statement of Assurances Ix. Attachment H — Ralmbursement Checklist x. Attachment I — Monitoring Guidelines xl. Attachment J — Environmental Planning & Hletoro Preservation Guidelines Al. Attachment J — Mandatory Contract provisions (20)PAyMMI v. Any advance payment under this Agreement Is subject to 2 C.F.R. §200.306 and, as applicable, section 218.181(18), Florida Statues. All advances are required to be held In an Interest - bearing account. If an advance payment is requested, the budget data on which the request Is bated and a justiftcallon statement shall be Included in this Agreement as Attachment E. Attachment E will specify the amount of advance payment needed and provkle an explanation of the necessity for and proposed use of theas funds. No advance shall be accepted for priocessing N a reimbursement has been paid prior to the submittal of is request for advanced payment. 13 b. After the Initial advance, If any, payment shag be made on a reimbursement basis as needed. The Sub-Reciplent agrees toexpend funds M accordance with N Attachment A, Budget and Attachment B. Scope of Work of this Agreement. c. invoices shell be submkW at least quarterly and shall Include the supporting documentation for all costa of the project or services. Invo!ces shall be accompanied by a statement signed and dated by an authorized representative of the Sub -Recipient oertifyfng that'aq disbursements made In accordance with conditions of the DMslon agreement and payment to due and has not been previously requested for these amounts! The supporting documentation must comply with the documentation requirements contained In 2 C.F.R. Part 200. The final Invoice shall be submitted within forty-9ve (46) days after the expiration date of the agreement or forty-ftvve (46) days alter completion of the activities oontained I this Agreement, whichever occurs first. An explanation of any circumstances prohibiting the submittal of quarterly Invoices shag be submitted to the Division contract manager as part of the Sub -Recipient's quarterly reporting as referenced In Paragraph 7 of this Agreement. AiI Invoices shag be due no War than August 10, 2018, regardless of time extensions or other exceptional olroumefences. d. If the necessary funds are not available to fund this Agreement as a result of action by the United States Congress, the federal Office of Management. and Budgeting, the State Chief Financial OfFlcer or under subparagraph (9)b. of this Agreement, ail obligations on the part of the Division to make any further payment of funds shall terminate, and the Sub -Recipient shag submit its closeout report within thirty days of receiving notice from the Division. {21)REPAYMENT& e. Alt refunds or repayments due to the Division under this Agreement are to be made payableto the orderof'DMston of Emergency Management', and malted directly to the following address: Division of Emergency Management Cashier 2666 Shumard Oak Boulevard Tallahassee FL 32399-2100 b. In accordance with Seaton 21&34(2), Florid Statutes, If a check or other draft is returned to the Division for collection, Sub -Recipient shall pay the t Xvislon a servloe fee of $15.00 or 6% of the two amount of the returned check or draft, whichever Is greater. a. - The validity of this Agreement Is subject to fhe truth and accuracy of ail the Information, rWesentaations, and materials submitted or provided by the Sub -Recipient In this Agreement, In arty Ister submission or response to a Division request, or in any submission or response to fulfill the requirements of this Agreement. Alt of said Information, representations, and materials are incorporated 14 by reference. The Inaccuracy of the submisalons or any material changes shall, at the option of the Division and with thirty days written notice to the Sub-Reclplent, cause the terminailon ofthis Agreement . and the release of the Division from all its obligations to the Sub-Reclplent. b. This Agreement "be construed under the laws of the State of Florida, and venue for any actions arising out of this Agreement shall be In the Circult Court of Leon County. If any provision I of this Agreement Is In conflict with any applicable statute or rule, or Is unenfbroeabi% then the provtelon shall be null and void to the extent of the conflb% and shall be severable, but shall not Invalidate any other provision of this Agreement j c. Any power of approval or disapproval granted to the Division under the terms of this Agreement shall survive the term of this Agreement. d. The Sub-Rectptent agrees to comply with the Americans With Disabilities Act (Public Law 101-338, 42 U.S.C. Section 12101 at eea.l, which prohibits discrimtnallon by public and private entities on the basis of disability In employment, public accommodations, transportation, State and local government services, and tefecommunleations. e. Those who have been placed on the convicted vendor get following a conviction for a public entity crime or on the discriminatory vendor list may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a publlo entity for the construction or repair of a public building or public work, may not subfhk bids on [eases of real property to a pubiic entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with a public entity, and may not transact business with any public entity In excess of $25,000.00 for a period of 38 months from the date of being placed on the convicted vendor list or on the discriminatory vendor list. f. Any Sub-Reclplent which Is not a local government or state agency, and which recelbes funds under this Agreement from the federal govemmoK certifies, to the best of its knowledge and belief, that It and its prinolpals: I. Are not presently debarred, suspended, proposed for debarment, declared Ineligible, or voluntarily excluded from covered transactions by a federal department or agency; 11. Have not, within a five-year period preceding this proposal been convicted of or had a cMI Judgment rendered against them for fraud or a criminal offense In connection with obtaining, attempting to obtain, or performing a public (federal, state or local) transaction or contract under public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, torgery, bribery, falsification or destruction of records, making false statements, or rooeiving stolen property; fll. Are not presently Indicted or otherwise criminally or clAlly charged by a governmental entity (federal, state or local) with commission of any offenses enumerated In paragraph 18(9)2. otthis certification; and, tS fv. Have not within a five-year period preceding this Agreement had one or more public transactions (federal, state or local) terminated for cause or default g. If the Sub -Recipient Is unable to certify to any of the statements In this certification, then the Sub-Redplent shag attach an explanation to this Agreement h. In addition, the Sub-Reciplent shall send to the Division (by small or by facsimile transmission) the completed "Certification Regarding Debarment, Suspension, Inellgibflity And Voluntary Exclusion" (Attachment O) for each Intended subcontractor which Sub. Recipient plans to fund under this Agreement. The form must be received by the Division Wore the Sub -Recipient enters Into a contract with any subcontractor. 1. The Division reserves the right to unilaterally cancel this Agreement If the Sub - Recipient refuses to allow public access to all documents, papers, letters or other material subject to the. Provisions of Chapter 11 g, Floflda Statutes, which the Sub -Recipient created or received under this Agreement J. If the Sub -Recipient Is allowed to temporarily Invest any advances of funds under this Agreement, any interest Income shall either be returned to the Division or be applied against the Division's obligation to pay the contract amount k.. The State of Florida will not Intentionally award publicly -funded contracts to any contractor who knowingly employs unauthorized alien workers, consffludng a violation of the employment provisions contained In 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act VINA11. The Division shall consider the employment by any contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Sub -Recipient of the employment provisions contained In Section 274A(s) of the INA shall be grounds for unilateral cancellation of this Agreement by the Division. I. All unmanufactured and manufactured articles, materials and supplies which are enquired for public use under this Agreement must have been produced in the United States as required under 41 U.S.C.10a, unless fl would not be In the public Interest or unreasonable In cost (23)LOBBYING PROHIBITION a. 2 C.F.R. 9200.460 prohibits relrnbursement for costs associated with certain lobbying activities. b. No funds or other resources received from the Division under this Agreement maybe used directly or indirectly to Influence legislation or any other official action by the Florida Legislature or any state agency. c. The Sub -Recipient certifies, by Its signature to this Agreement, that to 1he best of his or her knowledge and belief: I. No Federal appropriated funds have been paid or will be paid, by or on beh cif of the Sub-Reclptenl, to any person for influencing or attempting to Influence an ofiicer or 16 employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress In connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering Into of any cooperative agreement, and the extension, continuation, renewal, amendment or moditaWn of any Federal contract, grant, ben or cooperative agreement. p. If any funds other than Federal appropriated funds have been -poll or will be paid to any person for Influencing or attempting to Inftuenoe an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress In connection with this Federal contract, grant, loan or cooperative agreement, the Sub-Redpient shop complete and submit Standard Fort-LU , "Disclosure of Lobbying Act 193." ill, The Sub-Reclplent shall require that this certhloallon be Included In the award documents for all subawards jlnduding subcontracts, subgrents, and oontreats under grants, loans, and cooperative agreements) and that all Sub-Rsclpiente shall certify and disclose. Iv. This certification to a materiel representation of fact upon which reliance was placed when this transaction was made or entered Into. Submission of this certification Is a prerequisite for making or entering Into this transaction Imposed by Section 1352, Title 31, U.S. Code. Any person who falls to file the required certification shell be subject to a civil penalty of not Ins then $10,000 and not more than $100,000 for each such failure. (24)COPYRIOHT. PATENTAfVD ADgM K ANY AND ALL PATENT RIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY RESERVED TO THE STATE OF FLORIDA. ANY AND ALL COPYRIGHTS ACCRUING UNDER OR IN CONNECTION WITH THE PERFORMANCE OF THIS AGREEMENT ARE HEREBY TRANSFERRED BY THE SUB -RECIPIENT TO THE STATE OF FLORIDA. a. If the Sub-Rsdplent has a pre-existing patent or copyright, the Sub -Recipient shall retain all rights and entitlements to that pre-existing patent or copyright unless the Agreement provides otherwise. b. If any discovery or Invention Is developed In the course of or 98 a result of work or services performed under this Agreement, or In any way connected with R, the Sub -Recipient shall refer the discovery or Invention to the Division for a determination whether the State of Florida win seek patent protection In its name. Any patent rights accruing under or in connection wAh the performance of this Agreement are reserved to the State of Florids. H any books, manuals, films, or other copyrtghtable material are produced, the Sub-Reciptent shall notify the Dlvtslon. Any copyrights accruing under or In connection with the performanos under this Agreement are transferred by the Sub-Reclplent to the State of Florida, 17 C. Within thirty (30) days of execution of this Agreement, the Sub-Reclpient shag disclose all Intellectual properties relating to the performance of this Agreement which he or she knows or should know could give rise to apatent or copyright. The Sub -Recipient shall retain all rights and entiNements to any pre-existing Intellectual property which Is disclosed. Falure to disclose will Indicate that no wch property exists. The DlAslon shag then, under Paragraph (b), have the right to all patents and copyrights which accrue during performance of the Agreement. (Z6) The Sub -Recipient certifies that it has the legal authority to receive the funds under this Agreement and that Its governing body has authorized the execution and acceptance of this Agreement. i The Sub -Recipient also certifies that the undemigned person has the authority to legally execute and bind Sub -Recipient to the terms of this Agreement. r (28)ASSURA�jCES. The Sub-R ' ecipkM shall comply with any Statement of Assurances Incorporated as Attachment H. I 18 C• IN WITNESS WHEREOF, the parties here(o have exeouted this Agreement. SUB-RECIpIENT:CITYOF AMI By. Name and TIUe: -Nnlel Date: FIDfa §Q-e SZ§ Include a oopy of the designation of authority for the signatory, If applicable. STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT Name and Us: Jow46mL6vdj of-- , V? rro+or 19 8 ATTEST: • IN Todd . Hannon City .� Qlm APPROVED AS TO FORM AND i SPONSORING AGENCY THE CITY OF MIAMI, a municipal Corporation of the State of Florida r - an;1J. nso C1t Manager APPROVED AS TO An -Marie She / Department of EXHIBIT —1 ' THE FOLLOWING FEDERAL RESOURCES ARE AWARDED TO THE SUB -RECIPIENT UNDER THIS ' AGREEMENT: Federal Program Federal agency: U.S. Depaftent of Homeland Security, Federal Emergency Management Catalog of Federal Domestic Asslstance Title and number. 97.007 Award amount $ 6,226,000.00 I THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED UNDER THIS AGREEMENT: I Chapter 216, 262, 473 FTodda Statutes RUIe Chaptara 27P=6, 2713-11 and 27P-19. Florida Admhdatrative Code i 2 CFR Part 200 Federal Program: List eppl<mys, competence requLerrrents as follows: 1. FYrst epplkeble com0 mve requirement (e.g., what edh0eari:arWcv&Xgposes the AW"I resoumas must be used for): Sub-raCiplsnt b to use funding to perform oliglbls activHks as identified FY2015 Doperbnent of Homeland Security Notice of Fundlnp Opportunity (NOFO). 2. Second applicable oomp®arwe requimmeM (e.g., sltplbl* reorements for Sub -Recipients of the resouroes: Sub-mclpient Is subject to all adminlstratM and flnanclal requirements se sat forth in this Agreement or will not be In compilant with the terms of the Agnso, *nt. NOTE: 2 C.F.R: Part 200, end Sooft 216.97(6)(a), Hadde S0464 require Met the to brmetlon about Federal Programs end State M*aab itduded in Exhlblf 1 be provided to the Sub-mciplent t I _ ' 20 j i ' i i + t � ' I I i ATTACHMENT A PROPOSED PROGRAM BUDGET Belowls a general budget which outlines eligible categories and their allocation under this award, The Sub-reciplent is to utilize the 'Proposed Program Budget' as a guide for completing the'Budget Detail Woftheet' below. The Equipment category wig require Authorized Equipment List (AEL) reference number, The Authorized Equipment List (AEL) Is a list of approved equipment types allowed under FEMA's preparedness grant Programs. The'Intended audience of this tool Is emergency managers, first responders, and other homeland aeonprofessionals. The list consists of 29 equipment categories"re divided into subcategories, tertiary categories, and then Individual equipment Items. The AEL can be found at httD://bets.fema�,gov/eutl�oriz�+.�uM+, �r�• At the discretion of the Sub -recipient, funds allocated to Management and Administration coeb.(as described In the *Proposed Program Budget") may be put towards Programmatic costs Instead, However, no more than 6% of each Sub -recipient's total award may be expended on Management and Administration costs. The transfer of (ands between the cateaorles listed In the 'Proposed Program Budget' is pwm!lted. However, the hwnsfar of funds between issues is strictly prohlb/ted. 21 BUDGET DETAIL WORKSHEET The Sub-redplent Is regLlred to provide a oompleted budget detaB woricsheet, to the Division, which accounts for the total award as described In the 'Proposed Program Budget'. If any changes need to be made to the'Sudget Detell Woftheet', ARE the execution of this agreement, contact the tern mane fisted In th s ant via em N or letter. FY2015 Developing hazard/threat-spedfic annexes that kroorporate the range of prevention, proteddon, response, and r000very ac 11lee Developlrg and Implementing homelard securtty support programs aid adopling ongoing DHS naltcnal Inlvallves Developing related tenoriem prevention ecMilles Developing and enhanarig plane and protocols Broward SherWe Office Develop an Ali Hazards Emergency Response Plan and Related Exercise, Line Item 1 $18,000.DO $16,000.00 24 2016-10 Hollywood Planning, ?raining and Exorolee, Une Item VMS 21 1 ;122,226.00 3122,226.00 24 Miami P,T & E. This projectv+lii supportmultl-disolplinary projects -for the City of Miami undor the leadership of MEM. Project scope will Involve a full scale exercise, revision of planning documents such as the CEMPICOOPICOG and trtinings that benefit terrorism -related emergency 1 i119,072.00 i119,072.00 24 management trulninge. Tralnings will Include ICS, Hazmat 160 and any other specialized courses needed due to staff attrition. Une Item 2016-27 Miami Dade Fim Rescue Planning, Train 4 and Exercise, Line fiom 2016-40 1 ;36,002,00 $36,002.00 24 Deveiop4V or conducyng assessments Hiring or fJ or part4ime staff or contractorsiboneuxants to assist oh planning atvitles (not for the purpose of hiring public safety personnel fulfilling tradltlonal public safety &4as) Broward Emergency ManagernentAgency Reg lone! Incident Management Team — Phase 2 Implementation, Una 1 ;68,720.00 ;86,720.00 24 Rom 2016.01 aleah License P eta Raeder Analyst 8ustalnment, Lino Item 2016-19 1 =66,000.00 ;88,000.00 24 Hialeah Emergency Operations Center Planner Sustainme Line them 2016.20 1 i66,000.00 ;66040.00 24 Miami Emergency Management Planner (12 months). This position will asslst wlth the development/revisIon of citywide emergency management plans such as the CEMP, 90,000.00 $60,000,00 24 COG and COOP, Llne Item 2016-30 Miami Emergency Management Planner (12 months), This position will assistwlth general planning responsibilities related to the implementation of the UASI grant program. d t86,000.00 $&6,000.00 24 Un4 Item 201631 22 Miami Equipment Inventory Planner (12 months). This position will be responsible for resource management tracking and planning portion of the EHP process. Una 1 $46,000.00 $45,000.00 24 Kom 201532 Miami Dade Emergency Management Whole Community Preparedness Planning, Line Item 2015-48 2 $146,779.00 $293,558.00 24 Miami Regional Program Administrator, This position assists the Miami and Ft. Lauderdale with regional planning needs (e.g. drafting of Investment justlflcafkns, coordination of UAWG meetings, devalopmont 1 $90,000.00 $90,000.00 24 of annual budgets, etc.), Line Item 2015-66 Miami Regional Planning, Training and Exsarolsea Coordinator- this position Includes the responsibilities of ensuring compliance with training courses as well as the coordination of necessary regional exercises, Una Item S $76,000.00 $76,000.00 24 2018-V Palm Beach Sheriffs Office Regional Matadsta Ptanner, Line Item 2o16-60 1 $30,000.00 $30,000.00 24 Broward Emergency Management Agency Planners for Development of a Broward County Mass Casualty Incident (MCI) Response Plan, Lino Item 2016-81 1 $66,720.00 $61,720:00 24 Conferences to facmWe planning activRies MstsdWs required to conduct planning scttvfttee Palm Beach Sherre Offlce Business and Community Partners Against Terrorism Intdative, Line Item 2016-63 1 $40,000.00 $40,000,00 24 TrsvWper dam rotated to planning ac"ties and becidlll costs (In sooklanoi with operational goat ids Other projects areas with prlcr approval horn FeLtA leeuanoe of Wl M-c0r10@nt tribal Iden'Iftellon cards (HSG only) AchvRles to achleve planting k1ustve of people with dasebfta3 ;PLX�1NiFlC3c1?>Nat�i Ralmburse wt for select operational expenses assoclated with Increased security measures e', critical brfraetn,cturs efles Incurred (up to nt of the 0mation Miami Operational Over Time for Special Events Approved by FEMA, Line Item 2016.28 1 $2BA72.00 $28,472.00 24 MiamiDad Center Special Event Support, Une 7Fusion 11 $48,000.00 $48,000.00 24 Overtime for Information, investipetfve, and Intalpgenca sharing actA a (up to bC percent of the aloe uon) Hiring of new staff potillonetQntracbrelcanauttants for participation in Inform ailcMntaksnco analysis aid sharing groups or tualon center sotivltles (up to 50 percent of the slooatlon) Palm Beach Sherlfre Offloe Regional Fusion Center Analysts, Una Item 2016-68 4 ;60,000.00 $240,000.00 24 -1`O I:'iDEtQ�tF11 fEOF(AL F3XpEi DMU!i>"; '�3I1t,472:Q0. 23 C DaveloPing. DsBvering, and Evelustlng Training Regional Planning, Training and Exercise, Line Item 201lf Bs b6,000.00 $s,000.00 cad Overtime and bAcidlti for emergency preparedness and reeponee i raonnel attendliV FEMA cnsored and roved train classes. Overtime and barddlil expenses for part-time and volunteer am"anq+ response personnel participating In FEMA training. Training Wafthops and Conferenoee ActIvlllee to achieve training inclusive of people with disabilities Full or Part -Tine Staff or ContradonWConsultante CartMfcaticnlRecartn{cstlon of instructors Travel Supplies am Kerns that are expended or consumed during the cour9e of the planning and conduct of the exerclee prvject(a) (e.g., copying paper, gloves, tape, nor,-Mert,e minas, and disposable protective equipment). Tultfon for higher education Other Items jai`au:utiriiNc;isivpti��Ri Oeelgn, D"lop, Conduct and Evaluate an Exercise Mw-lee Planning wwMhop — Grant funds may be used to plan and conduct en Exercise Planning Workshop to Include costa related to planning, meeting apace and other meeting wets, factlttatlon wets, materiels and supplies, bevel and exerdse plan development. FUN or Part -Time Staff cr ContradoVGonsutt ants — Full or part-time staff may be hired to support exwolso-related adividea. Payment of salaries and Mnge beneflts must be In scoordence with the pandas of the state or local unn(s) of goverment and have the approval of the state or the awarding agency, vfilohever Is applicable. The services of con tradorslconeultants may also be Mauled to support the design, davaloprnenl conduct and evalustlon of CBRNE axerclaw The applicant's fonnai wrMW procurement policy or the Federal Acquisition Regu'atlore (FAR) must be foAowed. Overtime and baokfill wets — Overtime and bsWIl costs, including exPenaee for part-time and volunteer emergency response personrel part'c'pating In FEMA exertdaes Imp;emardsbon of HSEEP Activities to aellieve exerdaes Induslve of People with dbabiMea 24 0 Travel — T%ve! costa Pe , alrfare, r4 sage, per diem, hotel, ato,) are ellowebfe as expenses by employees who are on travel status for official business related to the planning and conduct of the exercise pry eci(s) These coact must be In accordance with state law as hlg khtad In the OJP F(nencW Guide. States must also follow state regulations regarding travel. V a atete or tarrRary does not have a travel pol!oy they must folow federal guidelines end rates, as explained In the OJP Prw7clal Guide. For further Information on federol law pertaining to travel costs please refer to htio2yww alo aa�/FInQL4d8. Supplee -- SupPlfes are Items that are expanded or consumed during the course of the planning and conduct of the exerclse prolsat(s) (e.g,, copying ibp$r, Olcvee, tape, rron-stariie masks, and disposable protective equipment). Other Items — These coats Include the rontal of apacel)ccadons for exerolee planning and oonduct, exerctse signs, badges, elo, 'rat .� tWIN �NcI.tF�I(�= ,ln Eligible Equipment Acquisition Costa The table below hbhlights the allowable equipment categories for this Issue sward. Acomprehensive Rating of those aflownbla aqui twt categores, and apeolflo equipment eligible under each category, are�' Quantl Unit Cost Total Cost Number Noted on the wsb-based version of the Authorized E:quorsnt List (Aa) athIlIDJAmialemp.gov/ uthorked:NuIpment4st, Broward Sheriff a Offloe Marina Enhancements to Include twfated umbiflcal, 4 part with all fitting and communication 2 $2,760,00 and bans wire an the video cable, AEL #01WA-02-SAIR, $5,600.00 24 Una Item 2016.03 Broward Shedd a Office Ballistic Helmet Ensarnble - f Marine; AEL #01LE-01•HLMT, Line Item 201644 30 a6,00 ;t2 760.00 24 Miramar Ballistic Protection for FlrafEMS to Include ballistic helmets and body armor, AEL #01LE-01-ARMR and 1 $90,240.00 ;0,240.00 24 01LE-01-HLMT, Line Item #201647 Palm Beach Sheriff Office EOO Dlsruptor Tool, AEL #02EX-02-TLPS, Line item 261K-62 4 ;4,477.00 $17,808.00 24 Broward Sheriffs Office Night Vision Goggles - SWAT, AEL#030E-02-TILA, Line Item 2015-07 3 $4,8Da.00 ;14,724.00 24 Ft. Lauderdale Communications (sear for SWAT, AEL 9030E-01-CTAC, Line Item 2016-16 60 i860.00 ;3Z,600.00 24 Pembroke Pines SWAT Enhancements to Include universal light amptiflcation optics and headpiece communication system, AEI. #03OE42-TILA and 030E-01-CTAC, Una Hem 1 $71,114.00 ;7t,114.00 24 2015-56 Broward Shai if 's Office Incident Command System Development, AEL #04AP-05-CDSS, Line Hem 2015-02 t $20,000.00 ;20000.00 24 Browsrd Sheriff'a Office Emergency Operations Contar Enhancements, AEL #04HVV-01.1NKW, 21GN-00-OCEQ, Line 1 T$17,021.00 $17,021.00 { 24 ftem 2018-08 25 N r�. Corel 0a11e9 EOC Enhancements to Includo monitora, video wan end computer hardware and software, AEL #04HW-01-INHW, 04MD-03-DISP, 21GN-00-OCEQ, Line Item 1 $83,600.00 $83,600,00 24 2015A 2 FL Lauderdale Portable Marine FUR, AEL #04MD-01-IRED, Line Item 2016-16 3 ;3,000,00 ;9,000.00 24 Kay Biscayne MalntenancelSustainmontof EPCR Software and Hardware, AEL#04AP-04-13I81K, 04HW01-HHCD, Una 4 $4,D95,00 $16,380,D0 24 item 2016-22 Miami Dade Police Department Marine Patrol Portable Computers, AEL #04HW-014NHW, Line Item 2015.40 8 $S,29D.60 $42,324.00 24 Miramar emergency Operatlon Center Software Sustainment, AEL #04AP-08.CDSS, 04AP-01-CADS and 1 $30,484.00 $30,494.00 24 131T-00-ALRT; Line Item 2018-48 Palm Beach County Emergency Operations Center Infrastructure Projects, AEL#04AP-05-CDSS, 04HW-01- 1 $133,008.D0 $133".00 24 MOBL, 04HW-014NHW, 21ON-00-CNST, Line Item 2015-50 Miami Regional Inoident command software aystem needed for regional Info sharing during emergency Operations as well its non -emergency situations to provide a platform for day -today regional Info sharing and updates, AEL #04AP• 1 ;1gp,178.00 ;140,176,00 2d 06-CDM, 04AP-03-GISS, USW-04-NETW, 21GN40-TRN(3, 21GN-00-CNST, Una item 201"1 Miami Gardens Training Lab "Use of Force" Training Simulator, AEL #04AP-08SIMS, Una Item 2016.70 1 $1 Z0,193.00 ;120,193.00 24 Y � � Broward Sheriffs Offias "COW" (Communications On Wheeis) Troller Amplifier, AEL #06CP-02-BROG, Line Item 1 $8,000.00 $8,000.00 24 201E-11 FL Lauderdale Community Emergency Response Team Project, AEL M06CP-01-PORT and 09ME-01-BAGM, Una 1 $25,000.00 $26,000.00 24 Item 2016-17 _ Hialeah APCO P2E Compliant Radio System, AEL #06CP• 02-fV1WAV, Un s Item 2015-18 1 #KI68,00.00 $366,000,00 24 Miami Satellita Phone 8ustalnment Citywide (12 months). This project will sustoln the satellite phones that are Installed throughout City Departmonte Including police and fire stations which allow all first responders to 1 $2b,000.00 $2s,000.00 24 communicate when primary communication services are down, AEL #06CC-03-SATB, Line Item 2016-26 Miami Dade Fire Rescue P261ntoroperabio Portable Communlostione Equipment, AEL #08CP-0I-PORT, Una 12 $6,963,00 $83,656,00 24 item 2015-42 Monroe APX6000 7001800 Portable Radios, AEL #06CP-01- -] PORT, line Item #2016419 26 $3,877.00 $96,825.00 24 26 Pembroke Pines Motorola APX 7000 XE ; APCO P-26 compliant Portable Radios; 700-800MHZ; IMPRESS f?norgy system; muttl-band(UHF-VHFtFDMIA-TPMA);P-26 8mart- Zone Trunking; AES Radio -to -Radio encrypted; equipped 9 56,66b.00 $49,995.00 24 wlexternai antennas; shoulder microphone; batteries; carriers; and battery chargers, AELiKOtICP-01-PORT, Line Item 2015-64 Sunrise Motorola APX 7600 multi -band; equipped wlextemat antennas; shouldsr microphone; batteries; car -Hera; and batteries, AEL #06CP-01-MOSL, Line Item 17 $8,688.00 "8,896.00 24 2016-66 Miami bade Fire Rescue Interoperablllty Communlcations Portable and Batteries, OSCP-01-PORT and 10BC-00-SATT, 1 1160,000,00 $160,000.00 24 Line item 201t1••88 eroward'Sherlffe Office Video Ray Pro Detector (Detector, GarnmalNeutron, Standoff), AEL #07RD-04-SOND, t_lne Item 1 $7,000.00 $7,000.00 24 2016-06 Miami Dade Police Department Forensic Response Team Sulldout— Shelters and Infrared Thermometers, AEL 1 #08D&03-TDED and 19GNOD-RFMN, Line stem 2016-39 $23,140.00 $23,140.00 24 .k . imm $107000.00 $10,000,00 Brovivard Sheriff's Office AlertlNotificatlon System, AEL 1 #131T-00-ALRT, Una item 2016-00 24 Coral Springs Portable Video Survalllanoe System — Phase 2, AEL #13LE-00-SURV, Line item 2016-13 1 $120,646,00 $120,64b.00 24 Palm Beach Sherlt a Office Fusion Center Operations to Include computer hardware and peripherals, software maintenance, DNS sponsored Training, alert system and TLO program support; AEL #13iT-OD4NTL, 131T-OO,ALRT, 1 $186,000.00 $165,000.00 24 04HWQ-Dl4NHW, 21GN-00-OCEQ, Una Item 2015.69 Mlaml Regional Responder Notification System, AEL WIT. 00-ALRT, Line Item 2018-62 1 $80,000.00 s80,000.00 24 27 Miami Ethernet Secured ® Fire College for Redundant Communications for Mlarmi's First Responders (18 I months). This project wpi oontinue services for a Metro- Ethernet line that provides fast network connectivity 1 $10,000.00 $10,000.00 24 between the Clty's network and the E911 backup center, AEL #14CI-0i-COOP, Line Item 2015-25 Miami Law Enforcement Surveillance (CCTV) (The Glosed Circuit TV project will allow the Miami Police Department the opportunity to deploy CCTV equipment In the area of soft targets and enhance our ability to dotor and 6 $30 000.00 $180,000AO 24 Investigate terrorist activity.) AEL #148W-01-VIDA,04HW. 014NHW 04MD-03-CISP, 21GN•40-MAIN, Llne Item 2015-29 Miami Threat Assessment Security Upgrades, at the North and South District Sub Stations to include CCTV and Card AEL 1114SW-01-VIDA, 14SYV-01•PACS, Line Hem 2 ;i6,000.00 :30,000,00 24Readers, 2016-33 Miami Beach Phyalcai Security Enhancements at City Hell, AEL 0149W-014113A, 21ON-004NST, IOW-01-PACS, 188C• 00-PPSS,148W01-DOOR, 148W-01•WALL, Line Item 2015. t :8e,000.00 ;98,000.00 24 34 Miami Dade Police Department Headquarters Target Hardening, AEL #14SW-01-WALL, 148W-01 -DOOR, Lno 1 $125,260.00 $126,260.00 24 Item 2016-38 Miami Dade Fire Rescue Disaster Recovery 8ustalnment, AEL#1Una Ham 2015-44 4 $8 260.00 ,4CI-00-COOP, ;26 ,000.00 24 Palm Beach Sheriffs Office Video Storage at NIM t3each International Airport, AEL 014SW-01-VIDA, Una Item 2015. 1 $76,000.00 $76,000.00 24 51 Miami Regional Maritime Radar Projact, AELWSW42- RADR, Una Item 2016-63 1 $160,000.00 $150,000.00 24 Sunrla9 Acceaa control and Identityvoriflostlon et 2 P{ro Statlons, AEL 914SE-SE-PACS, Line Hem 201687 1 138,18i.00 �36,181.00 24 `.1►1'anifrid• cfeir�ilrf�(a .y,�.t,._ ;.•: :,... ..:=..:t�: ,..;r..• ��•:�,•:,:+.,,� ;fix_, ,:: • Ap�'1lv7kTaritihleisi Prrfi`vartUan, Flange erancMiclpstlofi.84oipjilei!t�,(�iBmP`9nC�j•.%:'*�;;' '•.+=: � � D� ::s-: -. .. , . ;: G'913gEAtrtiEtiorr G`gir( 8n1.. ;.: • •, . . ; ••,. . ". ::.; �. .t ,.t T'•I �, ��''. �l'�Y .� nl• .�I� ,. '..: *... �+; -ICY 1 Miami Dade Pollee Department SWAT Open Water tlrsach)n, .00 $22,00,00 24 , Broward Sheclff's Offlae Training on UA91 Purchased Might Vlslon Goggles —Aviation, AEL #21GN-00•TRNG; Uno Item 1 $20,000.00 $20,000.00 24 2015-06 Ft Lauderdale Emergency Operations Center i 1 En hancements, AEL #21GN-00-0CEQ Line item 2015-14 $63,369.00 $83,369.00 24 28 Miami Maln(enance/Sustetrment/RepalrlReplaoomgntfor HSGP Purchased Equipment, AEL#210N-00-MAIN, Une Item 2016.24 1 $378,382.00 1111378,362.00 24 Mlam Dade Poiloe Department Watarbome Response Team Maritime Assets Maintenance and Suetalnment, AEL aY210N-00-MAl Line Its 201648 2 $18,422AD $32,845.00 24 Ft. Lauderdale Rap oval Citizen rp/CERT Planning, Training, Exerclse and Equipment, AEL #210N-00-CCE4 19ON-00.80PK, 21CROD-MEDI, 06CP-01-PORT, Llne ttam 1 $66,413.00 $65,413,00 24 201544 Hiring ofll4Jme or part-time staff or oo con- To assist with the management of the raoodo m grant program 46 To :ask, with appllcatlon requirements of the grant program 4 To asslel v*h the Compliancy with reporting and date colledion as 1 $261,260.00 $281,250,D0 24 It may relate IC the grant program Miami Mana oment and Adminlstration Development of operating plans for Information collection and processing necessary to respond to DH&Ot)P data calls. Ciod-rs sae to whin achieving smergenoy managemen that is Ithcluslve of the access and functional needs of worhsrs and oitizens with disabilities, Ova ms"backfill costs-- me expenses are defined so the result of personnel who worked over and above their nomw) schedu!ed daily or vroekly worked tkne In the Perfotmanoe of FEMA - approved acti'AW. eadA Coda also CSIW'Ovedkne as 6adcnr ere defined as expenses from the recut of personnel who ere working overttne In order to perform the dutles of other personnel who are temporary a, llg� to FENIA - approved actIftes oubida their oma roeponsiClitties. Neither overtime nor baokRl expenses are the rests of an Inoraass of Full - T1me EquNslent (F1Es) employees, These costs an atowed only to the extent the payment forsuoh serviaes b In accordance with b)e policies of the state at unit(s) of Iooal ommment and has the approval of the taste or the awarding agency, whW*ver Y appl!cabla, in no case Is duel Connperhsatlorh aRowabte. That is, an ��mppfoyee of a urhk of govemmerA may not receive compmeaUm from tthelr ur# or agency of goverment AND from an award for a eingle period W time (e.g., 1:00 pm to 6:00 pm), even !tough such work may benefit both adOles. Fringe beneftte on overtime hours are tlmUd to Federal Insurance Coetrtbutlons Ad (FICA), Workers Campersetlon and U rat c sadm Travel "note Maettng-raieted expense$ (For a Compote Iist of allowable meeting. related eoPenese, p'e$se review the CJP Fhher;dAl Oulds at http:/Aw�w.olp. a adoj,gov/F)n(kide), Acquiahlon of authortwd office equipment, Including personal CCmputsm, laptop computers, printers, LCD projectors, end other equipment or Wears which may be required to support the f ntatlon of the homeland stra Ths following art allowable only wOln the contract period �L RacurrIng foealcharyes associated with certain equipment, such as call phone$, two$, ato. 41Lao sirg ardor renting of space for newly hlrod personnel to admtmlater within the grant program. TOTAL M & A EXPENDITURES $261,260.00 29 ATTACHMENT B SCOPE OF WORK Sub-reciplenis must comply with all the requirements In 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards), Funding Is provided to perform eligible activities as identified In the Domestlo Homeland Security — Federal t": mergency ManagementAgency National Preparedness Directo!sts Fiscal Year 2016 Homeland Security Grant Program (HSGP), consistent with the Department of Homeland Security State Strategy, Eligible activities are outlined to the Scope of Work for each category below. Categories and Eligible Activtdas FY2015 allowablq costa are divided Into the following categories: planning, organization, equipment, training, exercises management and adminlstratiort costs are allowable oost Bach categores stiowabte costa have been listed In the 'Budget Detail Worftaheet'•above. A. Allowable Planning Belated Costs • UASi funds may be used for a range of emergency preparedness and management planning activities and such as those associated with the development of the THIRA, SPR, continuity of operations plans and other planning activities that support the Goal and placing an amphseis on updating and maintaining a current EOP that conforms to the guidelines outlined In CPO 101 v 2.0. • Developing hazardRhreat-specl8c annexes that incorporate the range of prevention, protection, response, and recovery activities • Developing and Implementing homeland security support programs and adopting DHWEMA nellonalJnftlatives • Developing related terrorism and other catastrophic event prevention actNitlee eDeveloping and enhancing plans and protocols • Developing or conducting assessments • Hiring of full- or part-time staff or contractkonsultants to assist with planning activities (not for the purpose of hiring public safety personnel fulfilling traditional public safety duties) s Materials required to conduot planning activities •Travellper dlem related to planning activities • Overtime and backflll costa (in accordance with operational Cost Guidance) • issuance of WHTI-compliant Tribal identification card sActivlties to achieve planning Inclusive of people with disabilities • Coordination with Gluten Corps Councils for puble lnformationleducatlon and development of volunteer programs 30 0 • update govemartoe structures and processes and plans for emergency communloaticns , Additional Planning Information FEMNe Natlonal Preparedness Directorate (NPD) offers teohnicel aseletarrce (TA) that is ; designed to provide sub-redplents and sub-sub-reciplents with specialized expertise to Improve their emergency plans and planning. TA deliveries are designed specifically to Improve and i enhance the continuing development of stele and local emergency management across the five mission areas of the National Preparedness Goat and across all core capabilities. TA provides ! i the opportunity to engage emergency managers, emergency planners, and appropriate decision - makers In open discussion of options to Improve plane and planning In.light of their Jurisdktton`a needs. There Is no cost to approved jurisdldlons for DHS/FEMA TA. , TA deliveries combine current emergency management best practices with practical consideration of emerging trends, through discussion facilitated by DFIS/FEMA contract specialists and with the support of FEMA Region operational specosts. Wtdb the Invitation of participants Is up to the requesting jurisdiction, DHS/FEMA encourages requesting jurisdictions to Include the broadest practical range of Its emergency managers and planners In all TA deliveries. TA deliveries should be mide open to nelghboring jurisdictions. As necessary, DHS/FEMA may also Invite other Federal experts and practitioners to participate. Additionally, pear -to -peer ' representation may also be Included from other JurisdIctione thathave recently used TA for the same planning Issue. The TA catalog, showing the full range of TA available across all five mission areas and by an providers, and the TA request form can be accessed at httpJlwww.fema.gov/nattonal-Inck6m- nienegement-system/fem 4achnlcakessletance-dlvlslon. B. organization (ONSP and UASI Only) OrgenVA&nal activities include; • Program management • Development of whole community partnerships, through groups such as Citizen Corp Councils; • Structures and mechanisms for information sharing between the public and private sector, • impbmenting models, program, and vroridome enhancement initiatives to address Ideclogicaliy4nepired redloslization to Violence In the homeland; • Tools, resources and sctivtiles that facilitate shared situational awareness between the public and private sectors; • Operational Support; • Utilization of standardized resource management concapta such as typing, inventorying, orgenlzing, and tradrfng to facilitate the dispatch, deployment, and recovery of resources before, during, and after an Inclil t; • Responding to an Increase In the threat level under the National Terrorism Advisory System (NTAS), or needs in resulting from a National Special Security Event; and • Paying salaries and benerds for personnel to serve as quaiHled Intelligence analysts. Statee and Urban Areas must Justify proposed expenditures of SHSP or UASI funds to support organization activities within their U submisskm. AM SAAa we allowed to utilize up to 50 percent (50%) of their SHSP funding and all Urban Areas are atinwed up to So percent (50%) of their UASI funding for personnel costs. At the request of a sub-reolpient of a grant, the FEMA Administrator may grant e 31 0 waiver of the 80 percent (60%) Ilrnitatlon noted above. Request for waivers to the personnel cap muet be submitted by the SAA to GPD In writing on official letterhead, with the following information: • Documentation explaining why the cap should be walved; • Conditions under which the request Is being submitted; and • A budget and method of calculation pf personnel costs both In percentages of the grant award and in total dollar amount To avoid supplanting Issues, the request must also Include a three year staffing history for the requesting entity. Organhatlonal activities under SHSP and UASI Include: • Intelligence onelyale. Per thePersonneiReimbursernentforintelonce Cooperation and Enhencement (PRICE) of homeland Socurfly Act (Public taw il(1.02), SHSP and UASi hinds may be used to hire new staff and/or contractor positlorre to serve as Intelligence analysts to enable informationMtellgence sharing copablitles, as well as support existing Intelligence analysts previously covered by SHSP or UASI funding. In order to be hired as an Intelligence analyst, staff and/or contractor personnel must most at least one of the following criteria: o Successfully complete training to ensure baseline proficiency in Intelligence analysis and production wltMn sbc months of being hired; and/or, o Previously derved as an Inteligence analyst for a minknum of two years either In a Federal Intelligence agency, the mitlltary, or Slate and/or local law enforcement Intelligence unit As Identilled In the Maturation and Enhancement of Slate and AW Unbar Area Fusion Centers priority, all fusion center analytic personnel must demonstrate qualifications that meet or exceed ccmpetencies Identified In ON Common Competencies for State, L00% and Tribal irrledpence Analyafs, which outlines the minimum categories of training needed for Intelligenoe analysts, A certificate of completion of such training must be on file with the SAA and must be made available to the grantee's respective Headquarters Program Analyst upon request In addition to these training requirements, fusion centers should also continue to mature their analytic capabAities by addressing gape In analytic capability Identified during the fusion cenhWe annual assessment. Overtime coats, Overtime costs are allowable for personnel to participate In Information, investigative, and intelligence sharing activities specifically related to homeland security and specifically requested by a Federal agency. Allowable costs are limited to overtime associated with federally requested participation In eNglble fusion activities, including ant)4orrorlem task forces, Joint Terrorism Task Fords (J1TFe), Area Maritime Security Committees (as required by the Aftd me Tranaportefbn Seou*Adof2009), DHS Border Enforcement Security Task Forces, and Integrated Border Enforcement Teams. Grant funding can only be used in proportion to the Federal man. tour estimate, and orgy after funding for these activIlles from other Federal sources (I.e., FBI JTTF payrnehts to State and local agencies) has been exhausted. Under no circumstances should DHS grant fundlrig be used to pay for costa already supported by funding from another Federal source. Operational overtime coats. In support of efforts to enhance capabilities for detecting, deterring, disrupting, and preventing 8012 of terrorism, operational overtime costs are allowable for increased security measures at cdoel Infrastructure epee. SHSP or UASI funds for organizational costs may be used to support select 013era0onal expenses associated with Increased security . measures at afticel hrirastruclum also In the following authorized categories: 32 4�J M o Oaokfll and overtime expenses for staffing State or Mejor Urban Area fusion centers; o Hiring of contracted security for critical Infrastructure sites; o Participation In Regional ReslllencyAssessment Program (RRAP) activlles; o Publlo softly overtime, o Title 32 or State Active Duty National Guard deployments to protect critical infrastructure allies, Including of resources that are part of the standard National Guard deployment package (Note: Consumable costs, such as fuel expenses, are not slowed except as part of the standard National Guard deployment package); and o increased border security activlies In coorfinalion with COP SHSP or UASI funds may only be spent for operational overtime costs upon prior approval provided in wilting by the FEMA Administrator par Instructions In IB 379. C. Allowable Training Related Costa Allowable training -related costs underHSGP Include the establishment, support, conduct, and attendance of training Specifically identified under the SHSP and UASI programs and/or In conjunction with emergency preparedness training by other Federal agencies (e.g.. HHS and DOT). Training conducted using HSGP funds should address a performance gap Identified through an AARIIP or other assessments (e.g., National Emergency Communications Plan NEAP Goal Assessmente) and contribute to building a capability that will be evaluated through a formal exercise. Any training or training gaps, Including those for children, older adults, pregnant women, and indlvlduais with disebtldes and others who oleo have or access and functional needs, should be ldorMed in the AAR/IP and addressed in the state: or Urban Area training cycle. Sub-molplents are encouraged to use existing tralning rather than developing new courses. When developing new courses, sub -recipients are encouraged to apply the Analysis, Design, Development, Implementation and Evaluation model of Instructional design using the Course Development Tod. • Overtime and backfill for emergency preparedness and response personnel attending DISIFEMA-sponsored and approved training classes • Overtime and backflll expenses for part -*no and volunteer emergency response personnel participating In DHS/FEMA training • Training workshops and conferences • Activities to achieve training Inclusive of people with disabilities • Full- or part-time staff or contractorelconsultants • Travel • Supplies associated with allowable approved training that are expended or consumed during the course of the planning and conduct of the exercise projed(s) • Instructor certmcetlon/re-certification _ 33 • Coordination with Citizen Corps Councils In conducting training exercises • Interoperable communications training Additional Training Information I Per DHSIFEMA Brant Programs Directorate Policy fP 207-0084e4-f, Review and Approval Requirements for TrWning Courses Funded Through preparedness Grants, Issued on September g, 2013, states, territories, Tribal entitles and urban areas are no longer required to request approval from FEMA for personnel to attend non-DHS FEMA training ea long as the training Is coordinated with and approved by the State, territory, Tribal or Urban Area Training Point of Contact (TPOC) and falls within the FEMA. mission amps and the jurisdiction's Emergency Operations Plan (EOP). The only exception to this polloy Is for Countering Violent Extremism j courses. = DHSIFEMA will conduct periodic reviews or all state, territory, -and Urban Area training funded by DHSIFEMA. These revlews may Indude requests for all course materials and physical 1 observation of, or participation In, the funded training. If these reviews determine that courses are I outside h those scope oo this guidance, sub-mciplents will be asked to repay grant funds expended In support For further Infomtation on developing courses using the Instructional design methodology and tools that can facilitate the proomm, SAAs and TPOCs are encouraged to review the NTED Responder Trualning Development Center (RTDC) websks. DHWEMA Provided Tralaing. These trainings include programs or courses developed for and delivered by tnstitudonar end orgarazatlons funded by DHSIFEMA. This Includes the Center for Domestic Preparedness (CDP), the Emergency Management institute (EMI), and the National Training and Education Division's (NTED) traWng partner programs Including, the Continuing Training Grants, the National Domestic Preparedness Consortium (NDPC) and the Rural Domestic Preparedness Consortium (RDPC). Approved State and Federal Sponsored Course Catalogue. This catalogue lists state and Federal sponsored courses that tall within the DHSIFEMA mission scope, and have been approved through the FEMA course review and approval process. An updated version of this catalog can be accessed at trf Avww.Msbeepond8dM1n1ng.gov. Training Not Provided by DHSOEMA. These tralnings Includes courses that arm either state sponsored or Federal sponsored (non-DHSIFEMA), coordinated and approved by the SAA or their designated TPOC, and fall within the DHSIFEMA mission scope to prepare state, local, Tribal, and territorial personnel to prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catastrophic events. State Sponsored Courses. These. courses are developed tar and/or delivered by Institutions or"anizations other than Federal entities or FEMA and are sponsored by the SAA or their designated TPOC. • Joint Training and Exercises with the Public and Private Sodom. These courses are sponsored and coordinated by private sector entitles to enhance publo•private + partnerships for training. personnel to prevent, protect against, mitigate, respond to, and recover from acts of terrorism or catedrophlo events. Overtkne pay for first responders end emergency managers who participate In pubilo-private training and exercises is ! allowable. in addition, States, territories, Tribes, and Urban Areas are encouraged to Incorporate the private sector In govemment-sponsored training and exercises. I 34 X a Additional information on both DHS/FEMA provided training and other federal and state training can be found at http://vwvw.tirstmeponderb*ning.gov. Training Information Reporting System ("Web -Forms"). Web -Forms Is an electronic fonNdate management system built to assist the SAA and its designated State, territory and ; Tribal Training Point of Contact (rPO% Reporting training activities through Web -Forme is not i required under FY 2015 HS©P, However, the system remains available and can be accessed through the FEMA Toolkk located at hgp:/&wAv.flr*wponda*Olng.gov/admin In order to support grantees in their own tracking of training. FDF.M State Training Office conditions: For the purposes of this Agreement, any training course listed on the DHS approved course catalog qualities as an authorized course. The Sub• recipient can successfully complete an authorized course either by attending or conducting that course. • In order to receive payment for successfully attending an authorized training course, the Sub -recipient must provide the DNlelon with a cerii Aft of course completion: additionally, the Sub -recipient must provide the Dhdslon with all receipts that document the costs Incurred by the Sub-reetplent In order to attend the course. • to order the receive payment for sumessfully conducting an authorized course, the Sub-reclpient must provide the Division with the counie materials and a rosier algn-In sheet: additionally, the Sub -recipient must provide the Division Wth all receipts that document the coals incurred by the Sub-rocipient In order to conduct the course." • For courses that are non-DHS approved training, sub-mciplent must request approval to conduct trakring through the use of the Non TED Form and provide a copy, along with small, showing approval granted for conduct • For the condudl of training workshops, sub-reciplent must provide a copy of the course materials and slgn-dn sheets. • The number of participants must be a minimum of 15 In order to Justify the cost of holding a course. For questions regarding adequate number of participants please contact the FDEM State Training Ofttcar for course specific guidance. Unless the sub -recipient receives advance written approval from the State Training Officer for the number of participants, then the Division will reduce the amount authorized for reimbursement on a pro-nata bells for any tralnkng with less then 15 participants. • The Sub"clplent must include with the reimbursement package a separate copy of the pege(s) from the State (and County or ReglonaD MYTEP refkmcting the training. D. Allowable Exercise Related Costs Ecanslses conducted with grant funding should be managed and conducted consistent with HSMP. HSEEP guidance for exercise design, development, conduct, evaluatlon, and Improvement planning b located at hj4wYAvM.rerrra.gov/exerclse. •Design, Develop, Conduct, and Evaluate an Exercise 35 • Full- or part-time staff or oontractoralconsuKanto *Overtime and backfll costs, Inoluding expenses for part-time and volunteer emergency response personnel participating In OHS/FEMA exercises e Implementation of HSEEP • Activities to achieve exercises Inclusive of people with disabllltles • Travel • Supplies associated with allowable approved exercises • Interoperable communications exercises Additional Exercise Information Sub-reciplenta that dsolde to use HSGP funds to conduct an exercise(*) are encouraged to complete a progressive exercise series. Exercises conducted by states and Urban Areas may be used to NO s1mftr exercise requirements required by other grant programs. Sub-reclplents are encouraged to Invite representatives/plannere Involved with other Federally-mandeted or private exercise activities. States and Urban Arees are encouraged to share, at a minimum, the multi -year training and exercise schedule with those departments, agencies, and organizations Included In the plan. • Exercise Scenarios. The scenarios used In HSSP-funded exercises must be based on the state/Urban Area's TNRA and SPR. The scenarios used In HSOP-tundsd exercises must focus on volde ng capabilities, must be large enough In scope and she to exercise muNple sctivkles and warrant Involvement from multiple judedlotiona and cisctpllnee and non -governmental organizations, and take Into account the needs and requirements for Individuals with disabilities. Exercise scenarios should align with priorities and capabilities Ids Ood In the Multi -year TER • Special Event Planning. If a state or Urban Area will be hosting a special event (e.g., Super Bowl, 0-8 Summit), the special event planning should be considered as a training or exercise activity for the purpose of the Muhl -year TEP. The state or Urban Area Mould plan to use SHSP or UASI funding to finance training and exercise activities In preparation for those events. States and Urban Areas should also consider exercises at major venues (e,g., arenas, convention centers) that focus on evocustions, communkstbns, and command and control. • Regional Exercises. States should also anticipate partlotpeting in at heat one Regional Exercise annually. States must Indude all confirmed or planned special events In the Multi -year TER • Role of Non-Oovernmentsl Entities /n Exerc/ses, Non -governmental paMolpatbn In all levels of exercises Is strongly encouraged. Leaders from non -governmental entities should be Included In the planning, design, and evaluation of an exercise. Slate, boat, Trlbd, and territorial Jurisdictions are enoouraged to develop exercises that test the Integration and use of non- governmental resources provided by non-govemmental entities, dented as the private sector and private non-profti, fatih-based, community, participation In exercises should be coordinated with the local Cfttzen Corps Councils) or their equivalent and other partner agencies. i FDEM State Training Office conditions for Exercises: For the purposes of No Agreement, any exercise which is ooOnpllant with HSEEP standards and contained In the State of Florida (and County or Regional) MYTEP qualifies as an authorized exarr;lee. The SutNeolplent can successfully complete an authorized exercise ellher by attending or conducting that exercise. 36 N N In order to receive payment for successfuAy, attending an authorized exercise, the Sut4wi • must provide the Division with a cerMcats of Completion or similar correspondence signed pb the individual. In Charge of the exercise; additionally, the Sub -recipient must provide the Division with eq receipts that document the costs incurred by the Sub4tclptent In order to attend the exercise. • in order the receive payment for sucoessfully conducting an authorized exercise, the Sub - recipient must provide the Division with an ExPLAN, AAR/IP, IPClMPClFPC Meeting Minutes ; and Slgn-tn Sheet for exercise attendees; additionally, the Sub-redplent must provide the ! Melon with au reoelpts that document the casts Incurred by the Sub-redptent in order to conduct i the exercise. i ; The Sub-mclplent must Include with the ralmbu►semeM package a aspamte copy of fie peps(s) from the t_xerolse Alan which identMes the panic/pant agencies and a printed page(&) from the F State (and County or Reglonar) M17Ep reHecitng the exercise. • If you require foodAyster for this event, request must come to the Division within 26 days of event In the fbik►wing format: Exercise TMe: Location: Exercise Date: Exercise Schedule: Estimated Number of participants that will be fed: Estimated Cost for foodlweter. Description of the Exerdse: Unauthorized Exercise Costs • Reimbursement for the maintenance and/or wear and tear costs of general use vehicles (e.0., construction vehicles), medical supplies, and emergency response apparatus (e.g., fire,trucks, ambulances). • Equipment that Is purchased for permanent Installation and/or use, beyond the scope of the conclusion or the exerclse (e.g., electronic messa ft signs). E. Procurement All procurement transactions Witt be conducted In a manner providing full and open competition and shall comply with the standards articulated In: • 2 C.F.R. Part 200; • Chapter287, Florida Statues:.and, • Any local procurement policy. The Division shall pre -approve all scope$ of work for projects funded under this agreement. Additionally, the sub -sub -recipient shall not execute a ptogy-back contract unless the Division has approved the scope of work contained in the original contract that forms the basis for the piggyback contract, Also, In order to receive reimbursement from the Division, the sub -sub- recipient must provide the DMeW with a suspension and debarment form for each vendor that performed work under the agreement. Furthermore, If requested by the Division, the sub. sub-oedplent shall provide copies of solicitation documents Including responses and justification of vendor selection. 37 0 Plggy-bacldng 0 The practice of procurement by one agency using the agreement of another agency Is called Plggybacklep. The ability to piggyback onto an existing contract Is not unOmtied. The WWng oontract must contaln language or other legal authority authorizing third parties to make purchases from the contract with the vendor's consent. The terms and conditions of the new contract, Including the amps of work, must be substantially the some as those of the existing contract. The piggyback contract may not exceed the existing conb)ect in scope or volume of goods or services. An agency may not use the preexisting contract merely as a 'basis to begin negotlettons' for a broader or materially different contract. Unallowable Costs (SHSP, UASI and OPSG) Per FEMA policy, the purchase of weapons and weapons accessories Is not allowed with HSGP. O. Reporting Requirements 1. Quarterly Programmatic Reporting: The Quarterly Programmatic Report Is due within 30 days after the end of the reporting periods (March 31, June 30, September 30 and December 31) for the Iife of this contract. • If a report(&) Is delinquent, fulcrrs financial reimbursements will be withheld until the Sub-reciplent'& reporting Is current. a If a report goes two (2) consecutive quarters without Sub-reclplent reflecting any activity andlor no axper0ures will likely result In termination of the agreement. PMgraMaja Reporting Schedule Repoodog Period Re ort due to FDEM no later than Janumv 1 through March 31 April 30 April i through June 30 July 30 July 1 throw h Se tember 30 October 30 October 1 throe h December 31 January 30 Reimbursement Requests: A request for reimbursement may be sent to your grant manager for review and approval at any lime during the contract period. Reimbursements must be requested within ninety (90) calendar days of expenditure of funds, and quarterly at a minimum. FeNure to submit request for reimbursement within ninety (90) calendar days of expenditure shall result in dental of rei nbursement This Is separate from the final claim which is due no later than forty4lve (45) days attar termination of the agreement or completion of project aclhAty, The Sub-reciptent should Include the category's corresponding line Nam (or Issue) number In the 'Detail of Claims' form. Thle number can be found In the "Proposed Program Budget'. Aline Nam number is to be Included for every dollar amount listed In the Tatell of Claims` form. For equipment Name, the AEI. must be listed on the "Detail of Claims' form. 32 I ES 0 3. Closs-out Programmatic Reporting; The Close-out Report Is due to the Florida Dtvlslon of Emergency Management no later then ebdy (80) calendar days after the agreement Is either oompleted or the agreement has eVbvd, H. Programmatic Point of Contact Contractual Point of Contact Programmatic Point of contact Michael J. Day Felicia P. Plnnock FDEM FDEM 2556 Shumard Oak Blvd. - 2668 Shumard Oak Blvd. Tallahassee, FL 32399.2100 Tallahassee, FL 32399.2100 (860) 488-3133 (660) 410.3W Michael.de m.m korlda.com FsIIc1APlnno0k m.m cam I. Contractual Responsibilities • The FDEM shall determine ellgibiiRyof projects and approvechanges in scope of work. • The FOEM shall administer the financial processes. 39 I ATTACHMENT C DELIVERABLES AND PERFORMANCE Urban Area Security initiative (UASI): The UASI program supports the implementation of risk driven, capablfts• booed planning, organization, equipment, trelnirng, and exercise heads of high -throat and high-denahy Urban Amax based an the capability targets ad in Urban Area, State, aid regional Threat and Hazard kWacation and Risk Assesernents (THIRAs). The capability levels era assessed In the Slate Preparedness Report (SPR) and Inform planning, organization, equlpment training, and exwfte needs to prevent potsot against, mitigate, respond to, and recover tram acU of terrarium and other catastrophic avente. Planning Deliverable: Subject to the funding 1310otions of this Agreement, the DMeion shall reimburse the Sub- racipfentfor the actual poet of suaosssfuly completing Planning aohNttes oonaMtent with the guidelines contained In the Cornpro henel o Planning Dulde CPO 101 v,2 Foradditlonal Inrormetlon, please see htti or grant guidance (No&* of Funding 0pportwky). For the purposes of this Agrearnenk any planning a such as those associated with the Threat and Hazard k IdenBtbadon and FtIsk Analysis (THiRA), State P� Report (SPR), and other planning scNfts that support [ the Nadanai Preparedness Goal (NPO) end place an empheals on updating and maintak)hg a current Emergency I` Operations Plan (EOP) are ellgtble. The an suooeaofully complete a planning activity either by oreati g or upckrthg such p'an(s). Organtzatlon Deliverable: Subjectto the funding Itnitationenf 06 Agreement, the Divlabn shall reimburse are Sub. reciplanlfor the sotuel elgibie oasts for Personnel, Intelligence Analysts, Overtime and Operational OverlBne. Ttalning 1Deilverebls: Subject to the funding limitations of this Agreement, the DIVWon shall reimburse the Sub- noOlP ant for the achAl cost of sum6"IlUly completing a training course listed on fine Department of Homeland minty (OHS) approval course catalog. For non-DHS approved wu=B the sub -recipient ehd obtain advance FDEM approval using the Non-1ED form by oontsoting orals grant manager. The DHS axxse agelog Is available online at Per. the purposes of this Agreement, shy training souse paled on the DHS appruved wurse catalog qualflea es an eubwdzed course. The Sub-redpient can successfully oomp" an authorized wurm albor by ationdhg or oonduoHng that course. Exercise Dattveable: Subjaot to fire funding linniltelfone of this Agreement, the Division shall reimburse the Sub- reciplent for the achral cost of suocaesiUlly completing an exercise which meals the Deperlrhent of Homeland Security Homeland Secui ity Exercise and Evaluation Program (HSEEP) standards and is listed In A) the State of Florida Multt-Year Training 6 Exercise Plan (MYTEP), and B)'County of Regional TEP Tor the region In which the aub-sutNeciplent Is geographLA* located, information related to TEPs and HSEEP wmppance can be found onfins For the purposes of this Agreement any axordso which Is oompllant ndth HSEEP standards and contained In the State of Florida MYTEP quapttes n an authorized exerolse. The Sub-reciplent can Successfully wmpleh an authorized exercise either by attending or conducting that exercise. Equipment Deliverable: Subject to the funding imhatiorts of this Agreement, the DMakm shed reimburse the so - redolent torthe actual eoet of purchasing an Run Identified In the approved project Iundlrg template and budget of this agreement and bled on the DHS Authorized Equipment Llet (AEL). For the purposes of this Agreement, any Item listed on the AEL quap}loo as an authorized hem. The 21 allowable prevention, prataotlon, Initipation, ►capons, and recovery equipment categories and equipment standards for HSOP are listed on the web -based version of the Authorized Equipment List (AEL) on the Lessons teamed Information system at In addhlom agencies will be reeponsbie for obtaining and maintaining all necessary cerlicabne and licenses for the requested equipment. Minimum Performance: Costa for allowable items will be reimbursed K Incurred and completed within the period of performance, In accordance with the Scope of Work, Attachment A of this agreement. 40 0 ATTACHMENT D PROGRAM STATUTES AND REGULATIONS 1) Age Discrimination Act of 1975 42 U.S.C. § 6101 of seq. 2) Americans with Disabilities Act of 1990 42 U.S.C. § 12101-12213 r 3) Chapter 473, Florlda Statutes 4) Chapter 215, Florida Statutes 5) Chapter 252, Florida Statutes 9) Title VI of the Civil Rights Act of 1964 42 U.S.C. § 2000 at seq. 7) Title Vlll of the Civil Rights Acts of 1968 42 U.S.C. § 3601 at seq. 8) Copyright notice 17 U.S.C. §§ 401 or 402 9) Assuranoss, Adminisbative Requirements and Cost Prinolples 2 C.F.R. Part 200 10)Debarment and Suspension ExeouWe Orders 12549 and 12e89 11) Drug, Free Workplace Act of 1988 41 U.S.C. § 701 et seq. 12)Duplication of Benefits 2C.F.R. Part 200, Subpart E ' 13)Energy Policy and Conservation Act42 U.S.G. § 6201 14)False Claims Act and Program Fraud Civil Remedies 31 U.S.C. § 3729 also 38 U.S.C. § 3801-3812 15)Fly America Act of 1974 49 U.S.C. § 41102 also 49 U.S.C. § 40118 16)Hotel and Motel Fire Safety Act of 199016 U.S.C. § 2225a 17)Lobbying Prohibitions 31 U.S.C. § 1352 16)Patents and Intellectual Property Rights 35 U.S.C. § 200 at seq. 19)Pr6curement of Recovered Materials section 8002 of Solid Waste Disposal Act 20) I errorist Financing Executive Order 13224 21)Titie IX of the Education Amendments of 1972 (Equal Opportunity In 20 U.S.C. § 1681 at seq. 22)Trafticking Victims Protection Act of.2000 22 U.S.C. § 7104 23)Rehablitation Act of 1973 Section 504,29 U.S.C. § 794 24)USA Patriot Act of 200118 U.S.C. § 175-172c 25)WhistleblowerProteotion Act 10 U.S.C. § 2409, 41 US.C. 4712, and . 2324, 41 U.S.C. § § 4304 and 4310 26)53 Federal Register6034 Education Act) 10 U.S.C.§ 27)Ruie Chapter% 27P-6, 27P-11, and 27P-19, Florida Administrative Code 41 0 ATTACHMENT E JUSTIFICATION OF ADVANCE PAYMENT SUB -RECIPIENT: If you are requesting an advance, indicate some by checking ft box below. I ] ADVANCE RIZQUWMD Advoaoe payment of = is requested. Balance of payments will be trade on a relmbarsotnect basis. These numb are needed to pay Its% award benefits to clients, duplloste forms and Purchase staK•up supplies and equipment. We would oot be able to oparsts the program without this advance. It you are requesting an advance, complete the following chart and line Item Justification below. ESTIMATEQ §XeENSES BUDM CATEOORYAJi US (list applicable line Items) 20L 20_ Anticipated Expenditures for First Throe Monthe (90 days) of Funding Agreement FQaxwele ADlYI1NISTRATIHIs COSTS (Include Secondary Administration.) Por eximola PROGRAM EXPENSES TOTAL EXPENSES LINE .ItEMjU§TII:IQALM (For each line Item, provide a detailed Justification expisinlnp the need for the ash advance, the Justification must Include supporting documentation that clearly shores the advano*will be expanded within the first ninety (90) days of the Funding Agreement tent. Supporting documentation should Include quotas for purchases, delivery dmallnes, salary and expense pro)ecUons, etc. to provide the DlvWon reasonable and naceasary support that the advance will be expanded within the first ninety (90) days of the Funding Agreement tern. Any advance funds not expanded within the Act ninety (90) days of the contract tern shell be returned to -the Division Cashier, 2656 Shumard Oak Boulevard, Tallahassee, Florida 323", within thirty (30) days of receipt, along with any Interest earned on tle advance) i 0 ATTACHMENT F WARRANTIES AND REPRESENTATIONS WE Financial fftliagaMt The Sub-Reciplant's financial management system must comply with 2 C.F.R. 9200.302. Procurements Any procurement undertaken with funds authorized by this Agreement must comply with the requirements of 2 C.F.R. §200, Part D-- Post Federal Award Requirements —Procurement SUndards (2 C.F.R. §§20D.317 through 200.326). The Sub-reclplent shall maintain written standards of conduct governing the performance of its employees engaged In the award and administration of contracts. No employee, officer, or agent shall participate In the seiedlon, award, or administration of a contract supported by public grant funds 0 a real or apparent conflict of interest would be involved. Such a conflict would ache when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or Is about to employ any of the parties indicated, has a financial or other Interest In the firm selected for an sword. The officers, employees, and agents of the Sub-melpient shalt neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. The standards of conduct shall provide for disciplinary actions to be applied for violations of the standards by officers, employees, or agents of the Sub-reolplent. The Sub-reciplent shall have its offices open for business, with the entrance door open to the public, and at least one employee on eke, from; Monday through Friday from 8.0o am 14 j:gQ a:n exdudina hoildevs. All subcontractors or employees hired by the Sub-reclpient shall have all current licenses and permits required for all of the partlouiar work for which they are hired by the Sub-molplent. 43 C') ATTACHMENT G- Subcontractor Covered Transacdons (1) The prospective subcontractor of the Sub-redplent, _.., certifies, by submission of this document, that neither it nor Its principals Is presently debarred, suspended, proposed for debarment; declared ineligible, or voluntartly excluded from participation in this transaction by any Federal department or agency. f (2) Where the Sub-molplent'e subcontractor le unable to certify to the above statement, the prospective subcontractor shall attach an explanation to this form SUBCONTRACTOR: By: Signature Sub -Recipients Name Name and Title FOEM Contract Nurriber Street Address ProJect Number t City, State, Zip C Date 44 ATTACHMENT H STATEMENT OF ASSURANCE$ All sub -recipients must acknowledge and agree to comply wfth applicable provisions governing DHS access to records, accounts, documents, Information, facliitles, and staff. 1. Subieclptent will acknowledge their use of federal funding when Issuing statements, press releases, and requests for proposals, bid invitations, and otherdoouments describing projects or programs funded In whole or In part Aft Federal funds. , 2. Sub -recipient must ensure that project activities oanied outside the United States are coordinated as necessary with appropriate government authorltles and that appropriate licenses, permits or approvals are obtained. 3. Sub-reclplant will comply with the minimum wage and maximum hour's provislons of the Federal Fair Labor Standards act. 4. Sub.reciplent will establish safeguards to prohibit employees from using their positions for a purpose that Ih or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have faintly, business, or other ties. 6. Sub-teclplent wit give the State Adminbtretive Agency, DHS or through any authorized representative, access to and the right to examine and copy records, accounts, and books, papers, or documents related . to the grant. B. Sub -recipient who receives awards made under programs that provide emergency communications equipment and its related activities must comply with SAFECOM Guidance for Emergency Communications Grants, Including provisions on technical standards that ensure and enhance Interoperable communications. 7. Sub -recipient wit ensure that the facilities under Its ownership, lease or supervision which shall be utilized In the accomplishment of the project are not listed on the Environmental Protection Agency's (EPA) list of Violating Facilities end that it will notify the Federal grentor agency of the receipt of any communication from the Director of the EPA Office of Federal Activities Indicating that a facility to be used In the project is under consideration for listing by the.EPA. S. Sub-mcipient must cooperate with any compliance review or compliant lmrost%Wion conducted by DHS, P. Sub-redpient must submit timely, complete, and accurate reports to the FDEM and maintain appropriate backup documentation to support reports. Sub-reclplents should also comply with all other special reporting, data collection and evaluation requirements, as prescribes by law or detailed In program guidance. 10. If, during the past three years, the sub-reclpient hoe been accused of discrtminatlon on the grounds of race, color, rational origin (including limited English proficiency), sex, age, dlsabliky, religion, or familial atatus,'tha subqw4lent must provide a Ilst of all such proceedings, pending or completed, including outcome and copies of settlement agreements to FDEM for forwarding to the DHS awarding ortice and the DHS Component. 11. In the event a Federal or State oourt or Federal or State administrative agency makes a finding of discrimination attar a due prooesa hearing on the Grounds of race, color, religion, national origin, sex, or disability against a sub -recipient of funds, the sub•mciplent will forward a copy of the finding to the Office for Civil Rights, Office or justice Programs. 45 W ATTACHMENT 1 REIMBURSEMENT CHECKLIST U$9 this checklist as a tool for comD/etlr+gaelmburse ant oackaaes EWMN/NG ❑ 1. Does the amount billed by consultant add up correctly? [� 2. Has all appropriate documentation to denote hours worked been properly signed? ❑ 3. 'Have copies of all planning materials and work product (e.g, meeting documents, copies of plans) been Included? 4Note - If a meeting was held by sub -recipient or contractor/consultant of sub -recipient, an agenda and slgnup sheet with meeting date must be Included). ❑ 4. Has the Invoice from consuttant/conhactor been Included? (Note — grant agreement must be referenced on the Invoice.) ❑ 5. Has proof of payment been Included? Canceled check . Electronic Funds Transfer (EFT) Confirmation -Credit Card Statement & payment to credit card company for that statement ❑ 6. Has Attachment G (found within Agreement with FDEM) been completed for this contractor/consultant and Included In the reimbursement package? f ❑ 7. Has proof of purchase methodology been included (Form 5 Procurement)? Sole Soume (approved by FDEM for purchases exceeding $26,000) State Contract (page showing contract #, price Ilat) Competitive bid results (e.g. Quotswire, bid tabulation page) TRAM 1N 4 , Is the course DHS approved? ❑ 2. Is there a course or catalog number? If not, has FDEM approved the non-DHS 1 training? I 46 , 0 3, Have Sign -In Sheets, Rosters and Agenda been provided? L] 4. If billing for overtime and/or backfiil, has documentation been provided that lists attendee names, department, # of hours spent at training, hourly rate and total amount paid to each attendee? Have documentation from entity's financial system been provided as proof attendees were paid? l For - backfill, has a dear dellneation/cross reference been provided showing who was backfilling who? [] 5. Have the names on the sign -in sheets been cross-referenced with the names of - the Individuals for whom training reimbursement costs are being sought? ❑ 6. Has any expenditures occurred In support of the training such as printing costa, costs related to administering the training, planning, scheduling, facilities, materials and supplies, reproduction of materials, and equipment? If so, receipts and proof of payment must be submitted. j Canceled check I Electronic t=unda Transfer (EFT) Confirmation Credit Card Statement & payment to credft card company for that 0 statement ❑ 7. Has proof of purchase'methodoiogy been Included (Form 5 procurement)? Sole Source (approved by FDEM for purchases exceeding $26,000) E State Contract (page showing contract #, price list) Competitive bid results (e.g. Quotewlre, bid tabulation page) 1 t. Has documentation been provided on the purpose/objectives of the exercise? Situation Manual Exercise Plan [] 2. If exercise has been conducted are thefollowing included: .After -action report Sign -in sheets Agenda Rosters 1 [] 3. If billing for overtime and backflq, has a spreadsheet been provided that lists attendee names, department, # of hours spent at exercise, hourly rate and total paid to each attendee? Have documentation from entity's financlet system been provided to prove attendees were paid? I i 47 9 For backftll, has a clear 'delineationrcross reference been provided showing who was backfltfing who? ❑ 4. Have the names on the sign -In sheets been cross-referenced With the names of 'the Individuals for whom exercise reimbursement costs are being sought? ❑ B. Have any expenditures occurred on supplies (e.g., copying paper, gloves, tape, etc) In support of the exercise? if so, receipts and proof of payment must be Included. Canceled check Electronlc Funds Transfer (EFT) Confirmation Credit Card Statement & payment to credit card company for that statement ❑ e. Has any expenditures occurred on rental of spaosAocatlons for exercises planning and conduct, exercise signs, badges, etc.? If so, receipts and proof of payment must be Included, Canceled check Electronic Funds Transfer (I=FT) Confirmation Credit Card Statement & payment to credit card company for that statement ❑ 7. Has proof of purchase methodology been Included (Form 5 Procurement)? Sole Source (approved by FDEM for purchases exceeding $25,000) State Contract (page showing con"ol #, price list) Competitive bid results (e.g. quotewire, bid tabulation page) Eow=r LJ 1. Have all Invoices been Included? ❑ 2. Has an AEL # been Identified for each purchase? ❑ 3. If service/warranty expenses are listed, are they only for the performance period of the grant? ❑ 4, Has proof of payment been included? Canceled check Electronic Funds Transfer (EFT) Confirmation Credit Card Statement & payment to credit card company for that statement ❑ S. If EHP form needed, has,a copy of the approval DHS been Included? ❑ 6. Has. proof of purchase methodology been Included (Form 5 Procurement)? Sole Source (approved by FDEM for purchases exceeding $26,000) State Contraa (page showing contract#, price Ilst) 48 A 1 C •, Competitive bid results (e.g. Quotewlre, bid tabulation page) I QNFLRENCES ❑ 1. Have all receipts been turned in, Itemized and do the dates on the receipts match i travel dates? Airplane receipts Proof of mileage (Qoogle or Yahoo map printout or mileage log) Toll and/or Parking receipts Hotel receipts (Is there a zero belance7) Car rental receipts Registration fee receipts Note: Make sure that meals paid for by conference are not Included In per dlem amount n 2. If travel Is a conference has the conference agenda been Included? ❑ 3. Has proof of payment to traveler been Included? Canceled check Electronic Funds Transfer (EFT) Confirmation Credit Card Statement & payment to credit card company for that statement Copy of paycheck if reimbursed through payroll MAiCHINO FUNDS ❑ 1. Contributions are from Non Federal funding sources identified? ❑ 2. Contributlons are from cash or In -kind contributions which may Include training Investments. ❑ 3. Contributions are not from salary, overtime or other operational costs unrelated to training. SALARYPJ2& DONS 1. Has a signed timesheet by employee and supervisor Included? 2. Has proof for time worked by the employee been Included? Is time period summary Included? Statement of Earnings Copy of Payroll Check Payroll Register Time and Effort Log (Form 6) 49 0 For fusion center analysts, have the certification documents been Provided to the SAA to demonstrate compliance with training and experience standards? ORGAN/ZA770N ❑ 1. If billing for overtime and backf ll, has a spreadsheet been provided that Acts attendee names, department, # of hours spent at event, hourly rate and total paid I to each attendee? j Have documentation from entity s financial system been provided to prove attendees were paid? For bac kfill, has a clear dellneatlon/cross reference been provided j showing who was backttlling who? iF012 ALL REIMBURSCMTS_. THERMAL f. Have all relevant forms been completed and Inciuded with each request for + reimbursement? ❑ 2. Have the costs incurred been charged to the appropriate POSTE category? ❑ 3. Does the total on all Forms submitted match? ❑ 4. Has Reimbursement Form been elgned by the Grant Manager and Financial Officer? ❑ b. Has the reimbursement package been entered Into sub -sub -recipients recordslspreadsheet? ❑ 6. Have the quantlty and unit coat been notated on Reimbursement Budget Breakdown? ❑ 7. If this purchase was made via Sole Source, have you included the approved Sole Source documentation and )ustIflcatton? ❑ S. Do all of your vendors have a current W-9 (Tax Payer Identlflcatlon) on file? Please note: FDEM reserves the right to update thht chadkilat throughout the life of the grant to ensure compliance with applicable federal and state rules and regulations. so 0 ATTACHMENT J MONITORING GUIDELINES I Florida has enhanced state and looal capabbity and capacity to prevent, prepare and i respond to terrorist threats since 1999 through various funding sources including federal grantfunds. The Florida Division of Emergency Management (FDEM) has a responsibility i to track and monitor the status of grant activity and Items purchased to ensure oompllance I with applicable HSGP grant guidance and statutory regulations. The monitoring process Is I I designed to assess a sub-reclplbnt agency's compliance with applicable state and federal II guidelines. Monitoring Is accomplished utllWng various methods including desk monitoring and on-sHe visits. There are two primary areas reviewed during monitoring activities - financial and programmatic monitoring. Financial monitoring is the review of records associated with the purchase and disposition of property, projects and contracts. Programmatic monitorhg Is the observation of equipment purchased, protocols and other associated records. Various levels of financial and programmatic review may be accomplished during this process. Desk monitoring Is the review of projects, financial activity and technical assistance between FDEM and the applicant via e-mail and telephone. On-Ske Monitoring are actual visits to the sub-reciplent agencies by a Division representative who examines records, procedures and equipment. Frenuancv of annual monitoring activity: Eaoh year the FOEM will conduct monitoring for up to 60% of their sub -grantees. It is Important to note that although a given grant has been dosed, It Is still subject to either desk or on-ske-montodng for a three (3) year period following closure. Ames thatwlll be examined In .rudg: Management and administrative procedures; Grant folder maintenance; Equipment accountability and sub -hand recelpt procedures; 31 Program for obsolescence; Status of equipment purchases; Status of training for purchased equipment; Status and number of response trainings conducted to include number trained; Status and number of exercises; Status of planning activity; Anticipated projected completion; Difficulties encountered in oompleting projects; Agency NIMSACS compliance documentation; Equal Employment Opportunity (EEO Status), Procurement Policy FDEM may request addldonal monitoringAnformatlon N the activity, or lack thereof, generates questions from the region, the sponsoring agency or FDEM leadership. The method of gathering this Information will be determined on a case -by -case basis. Desk monitoring is an on -going process. Sub•recipients will be requtred to pardelpate In desk top monitoring on an annual basis and as determined by the FDEM. This contact will provide an opportunity to Identify the need for technical assistance (TA) andfor a site visit W the,FDEM determines that a sub -recipient is having difficukycompleting their project. As difliculfies/deficiencles are Identified, the respective region or sponsoring agency vWJI be notified by the program office via email. Information wilt include the grant sub -recipient agency name, year and project description and the nature of the Issue in question. Many of the Issues that arise may be resolved at the regional or sponsoring agency level. Issues that require further TA will be referred to the FDEM for assistance. Examples of TA Include but are not limited to: 4Equipment selection or available vendors +bEt10111iy of Items or services 4Coordinedon and partnership with other agencies within or outside the region or discipline , 4Record Keeping 52 411epotting Requirements 46Documentatlon In support of a Request for Reimbursement O"Ite Monitoring w81 be conducted by the FDEM or designated personnel. Or�-slte Monitoring vialts will be scheduled in advance with the sub -recipient agency POC designated In the grant agreement. The FDEM will also conduct coordinated financial and grant file monitoring. These monitoring visits will be coordinated with the capability review visits. Subject matter experts from other agencies within the region or state may be called upon to assist in the form of a peer review as needed. All findings related to the capability review will be documented and maintained within the FDEM. On -site Monitoring Protocol O"Ite Monitoring Melts will begin with those grantees that are currently spending or have completed spending for that federal fiscal year (FFY). Site visits may be combined when geographically convenient. There Is a financial and programmatic on -site monitoring checklist to assist In the completion of all required tasks. S1te Visit Prgoaratlon A letter will be sent to the sub —recipient agency Point of Contact (POC) outlining the date, fame and purpose of the ate visit before the planned arrival date. The appointment should be confirmed with the grantee In writing (email is acceptable) and documented in the grantee folder. The physical location of any equipment located at an affemate site should be confirmed witty a representative from that location and the address should be documented In the grantee folder before the site visit. a j 53 On-Sltg Montana VW Once FDEM peraonnel have arrived Of the afte, an orientation conference will be conducted. During this time, the purpose of the site visit and the Items FDEM Intends to examine will be ldenOW. If financial monitoring visit will be conducted, they A then explain their ob)ecthres and will proceed to perform the financial review. FDEM personnel will review all files and aupporting documentation. Once the supporting documentation has been reviewed, a tourMsuaVapot inspection of equipment will be conducted. Each Item should be visually Inspected whenever possible, Bigger Items (computers, response vehicles, etc.) should have an asset decal (Informatlon/sedal number) placed in a prominent location on each place of equipment as per sub-rreolpient agency requirements. The serial number should correspond with the appropriate receipt to confirm. purchase. Photographs should be taken of the equipment (large capital expenditures- In excess of $i,000. per Hem). if an Item Is not available (being used during time of the site via#), the appropriate documentation must be provided to account for that particular piece of equipment. Once the tourMauavapot Inspection of equipment has been completed, the FDEM personnel will then conduct an exit conference with the grantee to review the findings. Other programmatic issues can be discussed at this time, such as misoing quarterly reports, payment voucher/reimbursement, equipment, questions, etc. Post MOnitarina Visit FDFM personnel will review the on -eke monitoring review workehasts and backup documentation as a team and discuss the events of the on -site monitoring. Within 36 calendar days of the afte vleft, a monitoring report wIM be generated and sent to the grantee explaining any issues and corrective actions required or recommendations. Should no Issues or findings be Identified, a monioring report to that effect will be generated and sent to the grantee, The grantee will submit a Corrective Action Plan within a ti; nef eme as determined by the FDEM, Noncompliance on behalf of sub -grantees Is resolved by management under the terms of the sub grant Agreement The On-Slte Monitoring Worksheets, the monitoring report and all back up documentation wit; then be Included In the grantee's Me. 54 � - a ATTACHMEMT K EHP GUIDELINES ENVIRONMENTAL PLANNING & HISTORIC PRESERVATION (EHP) COMPLIANCE GUIDELINES The types Of projecia are to be wb"lad to FEMA for cornONce mWew under Fedatal emBorsnentsl pkming and hWwb prawv Ion (EtP) laws and repdramais poor to hMUQon of the project New COnstrudon, Irtste Mn and Renovation, brdudlp but not pinked to: 0 8 w wd il a o Equipmad lwlldrtpe (sttch ae those dco mpanying communtcauon Iowan) o WWAmMe Bbtmb at (mb a dock hOt m, piers, aka) • i'lecrp r speaker endW Other equlpmartt on an existing toaar • RenwMon of end mod licallon b bAdkrge and strum d W ero 60 years old or cider • Any Ww ao"Wxbm Or m mftn atlbfte that oflartge or expend the footprkrt of a lacllty or shchn Indudkrg &OOAY anhanoemwdm to bprw a perktteter sewtty Physicalseasky Emmolmakde. V&dnp but not lmtbd to: 0 o . Fencbrp o Cbsad,ftuit talevblon (CCTV) systems o Motion detealon Sya;eme o Sambre, doom, pates end related Seoutty eNuncerrwo th SddDon, the *MOW Of oaranrat►g dOm low" that We Inducted In a judaddlorra Interoperabte cortamWulonS plan is allowed, SOW10 ebb appuglawn, reguldone, OW ImmIng P m*lcrw. Cammnicalon tower pngmatDreview. st ba eubrniged to FEW for END DEra tlitVATION PROCESS I. SutenD Nte Final Scre"q Memo to the SAA for review prior to funds bektg expended II. The 8AA w0 review and notlfy the vjb"dplerg of Its dedolan, The grates stwA Incorporate suMckwa Ilse and rasourese Into the project planning process to accommodate 9HP requhrnents. APPROVAL PROCESS TO FEMA 'L Prepare a (Corral wrNtert BOOPS of Work vAth detsle gunned In II•.e andred EHP Compliance Requfrerrmts, page t It. The FIRM Screening Memo OvA be elached to al project Information seat to the Grant PrOlpams Dtmolorete (GPD) tor' an EHP repulatory cornplience review. III. Complete the aladW National FxMmranenhal Foggy Act (P!rPA) Compftnce owk,lat IV. Prepare maps irxi Wq the looagorr{s) of VOPOW Project (Guldanoe pmvWod) V. Take OMopraptrs Of the Icoegon(s) Of proposed project (GLOdenoe provided) VI. Forward en doaa wb to ft SAIL AD do=, nts we then farvmrded (a GPO oNdm*mgy vie tho cwdrdzad Seto"np end Information Desk (CSID) at AdWWAdum A CSID VA SEW an NMI congrmhrg reeelpt of the prajad dasalpW. mil. FEMA Prog►am Analyst sends nolUbation to SM when mvkw m OwNWa. SAA no6aes sub-roolplent of FURS End dedelom K INE PROJECT MAY BEGIN ONCE FINAL FEMA APPROVAL IS RBCEIM. Grantee Should lmorpomte sum*nf line and resOtstes Into 60 pro)eot plemtlnp process to acoommodate EHP requkrananb. Grwgm mart recowe wmen approval frem FEMA prior to tits gee Of Ward funds for project trVernwtatlon 55 R I m ATTACHMEMT L MANDATORY CONTRACT PROVISIONS Provisions as descrlbed In Appendix it to Part 200: 14. NO, AM. A Z OR ch. a 0-1-14 low eas(r aeNlfooblem abob um uMlnermlO L4 1L Oros utateuarws -0rrwur. lawO to puuw ap umst be dmrdo mot to . maeuem nett Wbrdr etlr aadletoael mt (a oft tl m" aetblu Uhm tv lattlrmatlaa riat wilt mutt a sataWOl Opp tb Pm�W m"K "a we*=%. Aetw�tieaaegenmmmut mmat mad Lev "Oft all m[ *A tams tad L by trl. r a sar }��pr,n 000rllfiw Of tba vadad aft.nL bat may ar a ottaalmta ampatmme tattr W a Dam lmNrOstt(r1Y1 igo n mu shot IL llmatrtom�nW(aafhlY(e4atflnsa OFpowup. 91glaeab aoais via Mrbm�s aml —elk. IA ( arltm aw wmmr a i.=.y 0 kmatatl ovrervaally win 14" to vedorm 114 ePi aanaae )mbrmat adaeaam let •wank with amer .W.= U. sell aa.& la Owydlor &pow bab don tbet muy data od dar lbem tie FoRmal a .m— In Room to m ae.H—ft w e. mmr w.,. W= Oat oMletooti lbw Oeegrio abound Do111 0o tv0! m h: AW 910104041110 lla weed to IGKM& 0. la�i�r►W W� �O! alai iy�sOp ��n aelred vadoM Owande 1ltua Nw red" At a R7llelltir aO4 Olblllt 11et WOW will Iwmdb l► Y• J16 t" lOatlM a011Oa amlieHa vedetal n aba�l1� Othestta a�poap a talmo yid 000g4 ttooi. floe tlq ao AgOe, ffiO aaaowot- ae woo m W. aa� Y mrd ohomlA lnlerta peA&W app(Waalm wont mpaW eq dab moold opw tridarml a MOD Of 4=1010omlmoat or WO rdy Pod"pnvw am" Di�ap s�qn of to*). fOlerlloaGt son goratlatm uselletiu lelbtlaatbm, budARTW= pretaOlat ananmbaato al go ~ U TO Painx 2111-0MMA m to be ompportad tax. lr eoonaa me"@* wan I%Dv womm saw Noommm " act - Ua Ts Oalttpllttlla lJ)0)nt flalomltaG b be!nlohwd at Itaolae u4rttlatte mar 7aa tlb caret >.� ... �.wer.... �._� Ar or traw o at vntl-v dmw Lean( remertlg to. Nuaannb. Rvbl%u way �r eobottrtaanb W fadewl a a mador liar 1bn* m aspalanikr tbat #1kr (tic., bw m- 0116 amm u ms km polow awudft nowllt v aerd swenio aaovty 0.vama "AwAm w+ayarOt mar(e)— "]*am Tu aoaoaeaoaoet onsbpw v.brmu ap. >r �°i t�w mt bppattmelty to Opn. The latent of tL1a regtmnoaat bo to be as tad as olbla to pobow appllaanb, so EAa 1ede�tal � nn� aFmM eooatder avp us&m 1. Petab Of aattea wba my be neebed ten :mMozo-�=tY � 1rAX, taN It. A !ben or Laud adtrera MOa vAdUpla veovta seem sa tbet emtarao will ratpead am 8 ovum an mwa motwy suml ftN btr anueel Made. OIL 011maemt Ouftdk bt aMltet Molls of Cu.mmuA amols"0 mmo m roioe*mUmm� fieit ou"Una la m K Cl/ OW GuMance I 57 IDS Wh M. 2A AM 11 u FL 200, App.111 Y CFt Ch. 0 {i»[-)t Will 1) ewe gaud Gm"wd by U VAM M Rwh nee cart RIM ddbd@s AW bYym- wdlh =Whbmaeamaa (D Areeeled taaamb mess an nsegall � A &AMges Md an op w s wwwl si Jn om. aapi 1 swan' aaM�dad ma le�leeat aprds aW apamoneaa it�r taraq Ldutoa .ones• Alrh dreoloNt7r ara [aedwtNa Raai Uot to Lr to *A sou pad" MCA. Iles lanai &rte tta4rlas o[ 1d01e1patY q roommh dam om msa[I Gaud t- Ftm PmMusco d n mvetod aesedl tttlatip wY1aa sm� adtelllea atpp Aevsamc Dl TO Purr 9C0-,A+ornaor tM adore iaUmleo a eflloe rfaua sad de . QWWimDt ut LBbd) Oomts laberl>ripw m 43W +waoua. u6n. heatr�rrnrr, AND JUIR DX"WAUSA- w WMA119 rarai maiota du nadmot TM ram atrltivJROM m RMM AM &"UPON sat{Mgs lsas are MO&- ADUDa2m (am) no [aard°0o obwdapi°* ow iim A. dawua mw aaas ctllF- mumom mnda. movomlq s "Wolk. rr Tht tau p"Him erlmma mr ldotl- soak 1omn.t or faarsot =m u tw dMommaa u=t he mr, � fi r.. •ader eaa I raw M% �Gowiaoa aaaa*mw}aetoni OM as shm omit an Ploawinrlaa"aMae'ro Pm�i'D� ausap N ldosYmad lwadlgr a m ""near wwb a Patvouw spoomwill no) d. as in -roles Padrd M=wm Gad sw"Mueoa wmek w tb pwldeomm d wort otlrr Una L- shmimal uGdll aaWamo,rl�Mli.s�aeaggaif, D Lea of11._ad ..+a ppjub am hamw eaNlaa �e—o�— aw: amaorpditf aRfloa a[ PaEmitln a9[ 1lplalatWWz, dtaeorlaa d the ogaPaaaaL of t>M� ppna- t� aNwaeR. edba er�7 atulart senetttee (F&A) each we WWMHN�kaast, to taa tooMm o waked 1. MW Adadmu e148 larAmin MY 6MIWIKOW & s�wl6jga • llaraned M OR or an r a owlawmn neetm x" oDso awleeoeb. an sot swum* tadgetad ad eoeost d Jde. Daplelaamtat Mr paPeae et mqa dwamMK M UG& sa/iad0 as a WAI- laa4106 W s ■ part of tM I& etnottoothwotlmdtyslgatl fa, e� t7�Paaaal avaait mas."paD`m.nd► A fated in soalaakmbiP�Lud�sataddamad mmodw me.Mlodua r ss L tbkerleArLlabkytda a. JWa PelaL A tads paled ma &Xdbe. be" pON ho m m osoald ad"& wmb MA meal Pas udhil/nd lW tma tsld4tlM. sat m arq awe tY bw pa w ebedd se e MOM u for 9"01 ddeglD W to *A Ua• Llaauoa o[er1L I. "h aeel na ovow jo si. tom. �tr�Pam aeall eat n :L ( u" Gaeta der7t.d la e.otlos a, t4aralkwUM no ONMWMA of bond (P") a m& tG 9 Exhibit #2 Urban Area Security Initiative (UASI) Grant Year 2015 Memoranda of Agreements to be executed with the following Particip�ina Agencies: ' Broward County (BEMA) i • Broward County Sheriffs Office (BSO) • City of Coral Gables (CG) • City of Coral Springs (CS) • City of Ft. Lauderdale (FTL) ' • City of Hialeah (HIA) • City of Hollywood (HWD) • City of Miami Beach (MB) • City of Miami Gardens (MG) • City of Miramar • City of Pembroke Pines (PPINES) • City of Sunrise • Miami -Dade County (Fire: MDFR, Police: MDPD, Emerg. Mgmt: MDEM) Palm Beach County (PBC) • Village of Key Biscayne (KB) 9 11 I . 3 .'� l 1� I ji Imp -111mmpm111�w= rrr.�� rrrwwrwmrr�ww�� mom N In m rrirra�r�� I J J.J j I J11 jj i j .. 11 A!�tmf., 1 14 1 fill .1 E IH 1-t-I I IN 1 °rM.-Irt MrMIrErnr a